Front Office Administrative Assistant

Becker County; Oakville; On-site; CAD 40,000 - 55,000; Full time

Job summary

A leading co-educational school in Oakville is seeking a Front Office Administrative Assistant to provide essential support at the front desk. The role requires excellent verbal and written communication skills, a strong customer service orientation, and proficiency in the Microsoft Office Suite. Candidates should have a post-secondary diploma in Office Administration and prior administrative experience, preferably in a school setting. Competitive salary and benefits are offered, along with opportunities for professional growth.

Benefits

Health, dental, and vision insurance

Retirement savings plans

Professional development opportunities

Qualifications

• Previous experience in an administrative or clerical role, preferably in a school setting.
• Ability to handle inquiries and complaints with empathy.
• Proficiency in office equipment and strong decision-making skills.

Responsibilities

• Serve as the primary point of contact at the front desk.
• Manage and organize supply teachers and assist with special events.
• Provide administrative support during extended hours.

Skills

Excellent verbal and written communication

Strong customer service skills

Attention to detail

Time management and multitasking

Education

Post Secondary diploma in Office Administration

Tools

Microsoft Office Suite

Job description

Front Office Administrative Assistant

MacLachlan College has an exciting opportunity for a 1-Yr Temporary Full-Time Front Office Administrative Assistant to join our team!

About MacLachlan College

MacLachlan College, founded in 1978, is an independent (Pre-K to Grade 12) co-educational school in Oakville, Ontario. Now with two dedicated campuses, Lower School (Pre-K to Grade 6) and Upper School (Grade 7 to Grade 12), MacLachlan is committed to providing a learning environment that promotes an entrepreneurial, success-driven, and future-oriented mindset that is integrated into every aspect of school life.

Offering the benefits of small class sizes, MacLachlan is a world-class school with highly dedicated and engaged teachers and an internationally recognized curriculum. Our exceptional PK through Grade 12, co-educational learning environment is centered on academic excellence and an ongoing commitment to the latest innovations in education.

In addition to offering academic excellence to our students, MacLachlan College is committed to providing an exceptional workplace for our staff. We believe that investing in our faculty is essential to ensuring the success of our students. That's why we offer a competitive salary and benefits package, including health, dental, and vision insurance, retirement savings plans, and professional development opportunities.

At MacLachlan, we foster a supportive, collaborative community that values diversity, equity, and inclusion. We encourage our staff to maximize their potential as educators and mentors by providing opportunities for professional growth, leadership development, and recognition of their achievements. Our strong co-curricular emphasis and global focus, inspired by our Advanced Placement courses and International Baccalaureate programme, offer unique opportunities for our staff to engage with students beyond the classroom and make a difference in their lives. To learn more about MacLachlan College, please visit: www.maclachlan.ca

The Position:

The Front Desk Administrative Assistant position will provide essential administrative support and act as the first point of contact for students, parents, staff, and visitors. This role will report to the Business Manager to assist with ensuring smooth and efficient operations at the School.

Key Responsibilities:

• Serve as the primary point of contact at the front desk, greeting all students, parents, visitors, and staff with professionalism and courtesy.
• Greet all visitors and parents, ensuring they sign in and out according to school security protocols and direct them to appropriate locations within the school.
• Ensure the front desk area is organized, welcoming, and conducive to efficient service.
• Assist and act as back-up with the daily safe arrival and attendance procedures, ensuring accurate record-keeping and timely reporting on absences or late arrivals.
• Assist with end-of-day bus duty, ensuring students board the correct buses safely and efficiently.
• Answer incoming phone calls promptly and courteously, providing information, redirecting calls, and taking messages as needed.
• Manage and organize Supply teachers
• Manage, organize and assist with special events
• Maintain an up-to-date directory of school contacts to facilitate efficient communication.
• Manage incoming and outgoing mail, including sorting, distributing, and preparing documents for mailing.
• Provide administrative support during extended hours, including early mornings and late afternoons, as required.
• Maintain the lost and found area, logging found items, and coordinating their return to students or parents.
• Provide basic first aid supplies to students and staff as needed.
• Provide lunch break and vacation coverage for other front desk staff, ensuring continuous front desk operations.
• Assist with front desk and administrative duties during the summer, supporting summer school programs and preparations for the new school year.

Skills and Qualifications:

• Post Secondary diploma in Office Administration or equivalent
• Previous experience in an administrative or clerical role, preferably in a school setting
• Excellent verbal and written communication
• Strong customer service skills with a friendly demeanor
• Ability to handle inquiries and complaints with empathy
• Exceptional time management and multitasking abilities
• Attention to detail for accurate record-keeping
• Proficiency in Microsoft Office Suite and experience with office equipment
• Ability to handle emergencies calmly and efficiently
• Strong decision-making skills
• Ability to maintain confidentiality with sensitive information
• Flexibility to handle changing priorities and tasks
• Willingness to work extended hours as needed

Workplace Requirements and Conditions:

• Primary Location: 337 Trafalgar Road, Oakville, ON L6J 3H3
• Location: 2794 South Sheridan Way, Oakville, ON L6J 7T4
• Occasional evening and weekend work, as required
• Occasional travel between campuses, as required

As a condition of employment, a Police Record Check with Vulnerable Sector Screening is required. We thank all candidates in advance. Please note, only those candidates selected for an interview will be contacted.

MacLachlan College welcomes applications from all qualified individuals, including, but not limited to women, persons with disabilities, visible minorities (racialized), aboriginal (Indigenous) persons and persons of any gender identity and sexual orientation. MacLachlan is committed to a positive, supportive, and inclusive environment.

MacLachlan College is committed to providing accommodations for persons with disabilities. Please contact us at [e-mail] for further details or if you require any information in an alternate format.