Administrative Assistant (Basic) On Call

St. Margaret's School; Victoria; On-site; CAD 28,000 - 39,000; Part time

Benefits offered by this job

On-site gym

Transit access

Job summary

St. Margaret's School in Victoria, British Columbia, is seeking an Administrative Assistant (Basic) for on-call front-office coverage during peak periods and time-limited assignments.

The role supports scheduling, data-entry, records management, and inquiries, using Excel and Google Workspace. The position requires a Business Administration Certificate (or equivalent) and about one year of customer service or office support experience.

Qualifications

• Business Administration Certificate or equivalent is an asset.
• One year of recent customer service or office support experience.
• Experience composing business communications (emails, memos).
• Experience supporting events is an asset.

Responsibilities

• Create a welcoming front-office experience for staff, students, families, and visitors.
• Answer and direct phone calls, emails, and general inquiries.
• Maintain physical and digital filing systems.
• Assist in scheduling appointments and meetings.
• Perform data entry and update records as needed.
• Support with attendance and student records as required.
• Order and manage office supplies.
• Handle mail and maintain office areas.
• Use Excel to input data, create simple spreadsheets, and maintain records.

Skills

Customer service

Office coordination

Attention to detail

Effective communication

Data entry

Independent work

Education

Business Administration Certificate

Tools

Excel

Google Workspace

Job description

Administrative Assistant (Basic)

Auxiliary - On Call

Internal/External

Posting Date: September 9, 2026

Closing Date: September 24, 2026

Shifts may vary based on need. September 2026 - June 2027

Starting wage of $24.40

This is a bargaining unit position, in the Professional Employees Association.

All candidates must be legally able to work in Canada.

St. Margaret's School (SMS) is Western Canada’s only girl-centered, independent day and boarding school located in Victoria, British Columbia, Canada on the unceded traditional territories of the Esquimalt Nations, Songhees Nations, and W̱SÁNEĆ Nations. Founded in 1908, SMS is an international centre for girl-centered learning and leadership development, providing empowering education for girls from Junior Kindergarten to Grade 12 (boarding grades 7–12). St. Margaret's School is an International Baccalaureate (IB) School offering the Diploma Programme, and we are a candidate school for the IB Middle Years Programme (MYP).

The Administrative Assistant (Basic) provides auxiliary or temporary administrative and front-office coverage during peak periods, employee absences, events, or time-limited assignments. Following established procedures and direction, the role completes routine records, scheduling, data-entry, inquiry-response, and office- support tasks and escalates non-routine matters to the appropriate staff member.

Duties and Responsibilities

• Create a welcoming, inclusive, and responsive front-office experience for employees, students, families, visitors, and other members of the community.
• Answer and direct phone calls, emails, and general inquiries.
• Maintain and organize physical and digital filing systems.
• Assist in scheduling appointments and meetings.
• Perform data entry and update records as needed.
• Assist with the maintenance of student records, including daily attendance, ensuring accuracy at all times, as needed.
• Order and manage office supplies.
• Support staff with basic administrative tasks.
• Handle incoming and outgoing mail.
• Maintain cleanliness and organization of office areas.
• Use Excel to input and update basic data, create simple spreadsheets, and maintain records.
• All other duties as assigned.

Required Education and Experience

• Business Administration Certificate or equivalent with relevant office-support training is an asset.
• One year of recent customer service, office support, or other relevant experience involving communication, recordkeeping, and routine administrative tasks.
• Basic experience composing various business communications such as emails and memos.
• Experience supporting event planning and coordination is considered an asset.

Required Knowledge, Skills & Abilities

• Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
• Ability to communicate effectively with individuals from diverse backgrounds and tailor communication style for different audiences.
• Strong attention to detail and organizational skills.
• Good verbal and written communication skills.
• Work independently on routine assignments using established procedures; exercise judgment to resolve straightforward issues and seek guidance when matters fall outside established practices.
• Handle sensitive and confidential information with discretion.
• Basic proficiency in Microsoft Office, including Excel for data entry and basic formulas.
• Basic proficiency in Google Workspace.
• Ability to handle repetitive tasks efficiently.
• Ability to follow policies and procedures.
• Experience with standard office equipment.
• Collaborate effectively with colleagues across departments, share information appropriately, and contribute to team priorities and service standards.

Valued Benefits

• A career with St. Margaret's School will offer you the opportunity to be part of dedicated team of professionals in a dynamic and rewarding educational environment.
• This position is located on the school campus, with access to rapid transit, on-site gym, and other amenities.

St. Margaret's School emphasizes a dedication to equity, diversity, and inclusion across living, learning, and work environments. The school aims to have its workforce mirror the diversity of students and the community. Actively encouraging applications from groups facing historical or current equity barriers, the institution is committed to fostering an equitable, diverse, and inclusive community. Employees needing employment support, technical aids, or accommodations, are encouraged to contact Human Resources [e-mail].

Please note that while the School encourages and accepts external applications, qualified internal candidates are considered first for this opportunity.

Questions email [e-mail]