Administrative Assistant (Intermediate) On Call

St. Margaret's School; Victoria; On-site; CAD 30,000 - 41,000; Full time

Job summary

St. Margaret’s School (SMS) is Western Canada’s only girl-centered, independent day and boarding school located in Victoria, British Columbia, Canada.

SMS is an IB Diploma Programme candidate school with a history dating to 1908 and a focus on girl-centered leadership development. The Administration Assistant (Intermediate) provides auxiliary or temporary support for defined periods, coordinating activities, maintaining confidential records, preparing correspondence, reports, and managing

Qualifications

• Diploma in Business Administration or equivalent.
• Two years of administrative experience, including coordinating schedules, documents, or activities.
• Experience with standard office equipment.
• Experience supporting event planning is an asset.
• Experience composing business communications (emails, memos, reports).
• Commitment to diversity and inclusive work environment.
• Ability to communicate with diverse audiences and tailor communication style.

Responsibilities

• Create a welcoming, front-office experience.
• Answer and direct calls, emails, and inquiries.
• Coordinate meetings, take minutes, and prepare reports.
• Manage calendars, appointments, and travel arrangements.
• Assist with project coordination and admin support.
• Maintain databases and ensure data accuracy.
• Assist with student records and attendance.

Skills

Excel proficiency

Google Workspace

Communication

Time management

Education

Diploma in Business Administration

Tools

Microsoft Office

Job description

Administrative Assistant (Intermediate)

Auxiliary - On Call

Internal/External

Posting Date: September 9, 2026

Closing Date: September 24, 2026

Hours

Shifts may vary based on need.

September 2026 - June 2027

Salary

Starting wage of $26.40

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

All candidates must be legally able to work in Canada.

Summary

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 Administration Assistant (Intermediate) provides auxiliary or temporary administrative support for defined periods, projects, events, or operational coverage. The role independently coordinates assigned activities, maintains confidential records, prepares correspondence and reports, and resolves routine issues within established policies, timelines, and approval processes, escalating matters that require ongoing ownership or management authority.

Duties and Responsibilities

• Creating a welcoming and inclusive front office experience.
• Answer and direct phone calls, emails, and general inquiries.
• Coordinate meetings, take minutes, and prepare reports.
• Manage calendars, appointments, and travel arrangements.
• Assist with project coordination and administrative support.
• Maintain databases and ensure data accuracy.
• Assist with the maintenance of student records, including daily attendance, ensuring accuracy at all times, as needed.
• Prepare correspondence, presentations, and spreadsheets.
• Handle sensitive and confidential information with discretion.
• Assist in processing invoices and expense reports.
• Act as a liaison between departments and external vendors.
• Utilize Excel for data analysis, creating tables and charts, managing spreadsheets, and using formulas for calculations.
• All other duties as assigned.

Required Education and Experience

• Diploma in Business Administration or equivalent.
• Two years of administrative experience, including experience coordinating schedules, documents, records, or activities.
• Experience with standard office equipment.
• Experience supporting event planning and coordination is considered an asset.
• Experience composing various business communications such as emails, memos, and reports.
• 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.
• Intermediate proficiency in Microsoft Office, especially Excel, including intermediate-level formulas, charts, and data organization.
• Intermediate proficiency in Google Workspace.
• Ability to prioritize and manage time and tasks with attention to detail.
• Strong organizational and problem-solving skills.
• Ability to handle confidential information with discretion.
• Ability to interpret policies and procedures.
• Team player.

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.
• Intermediate proficiency in Microsoft Office, especially Excel, including intermediate-level formulas, charts, and data organization.
• Intermediate proficiency in Google Workspace.
• Ability to prioritize and manage time and tasks with attention to detail.
• Strong organizational and problem-solving skills.
• Ability to handle confidential information with discretion.
• Ability to interpret policies and procedures.
• Team player.

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]