Front Office and Guest Services Assistant

St. Mildred's-Lightbourn School; Oakville; On-site; CAD 40,000 - 55,000; Full time

Job summary

A premier independent school in Ontario is seeking a Front Office and Guest Services Assistant to serve as a welcoming point for students and visitors. The role focuses on managing visitor processes, daily attendance, and administrative support in a dynamic environment. Ideal candidates will have at least 3 years in a similar position, strong customer service skills, and experience with various management systems. Benefits include health coverage and a supportive community atmosphere.

Benefits

Health, vision, and dental care

On-site fitness facilities

Time off during Winter Break and March Break

Qualifications

• 3+ years in Administrative Assistant/Receptionist role.
• Office Administration Experience required.
• Experience with managing attendance and visitor management systems.

Responsibilities

• Act as primary ambassador for guests and manage visitor sign-in.
• Oversee daily student attendance and create reports.
• Coordinate the School Bus Program and manage communications.

Skills

Customer Service Focus

Attention to Detail

Interpersonal Skills

Multi-tasking Ability

Organization Skills

Education

Post-Secondary Education in a related field

Tools

Microsoft Office

Google environment

Visitor Management System (e.g. Envoy)

CRM (e.g. Blackbaud)

Job description

Full-Time Permanent Position

Who We Are

Located on 10 beautiful acres in the heart of Olde Oakville, St. Mildred’s-Lightbourn School (SMLS) is a premier independent school for girls from JK through to Grade 12. Our mission is to engage each girl in a personalized, real-world learning experience where she explores her unique pathways within a nurturing community.

Role Overview

Reporting to the Senior Coordinator, Administrative Services, the Front Office and Guest Services Assistant is a key ambassador for SMLS, accountable for providing our students, families, and visitors with a warm welcome, as the first point of contact for the SMLS community. This dynamic role manages incoming calls, supports the smooth flow of daily operations, receives deliveries, and provides responsive administrative support across various teams. In addition to front‑desk responsibilities, the Receptionist plays an important role in coordinating our daily attendance process and overseeing all aspects of the SMLS School Bus Program. This is a wonderful opportunity for someone who enjoys being at the centre of a vibrant school environment, thrives on helping others, and takes pride in creating a positive and seamless experience for our community.

Position Details

• Department: Administrative Services
• Reports to: Senior Coordinator, Administrative Services
• Education: Post‑Secondary Education in a related field
• Experience: 3+ years in Administrative Assistant/Receptionist role
• Office Administration Experience (required)
• Computer Skills: Fluent in Microsoft Office, Google environment
• Visitor Management System (e.g. Envoy)
• Experience with a CRM (e.g. Blackbaud) an asset
• Working Conditions: Office/School Environment

Key Responsibilities

• As the first point of contact a SMLS, act as the primary ambassador; greeting all guests with a welcoming and customer centric approach.
• Oversee and assist with visitor sign‑in/sign‑out process via Envoy (our cloud based visitor management system that tracks and monitors visitors and produces visitor badges).
• Manage the daily attendance of students for all divisions ensuring proper sign in/sign‑out protocols are followed.
• Design, prepare, and deliver attendance reports based on tracking and identification of trends.
• Manage all incoming/outgoing mail, deliveries, and phone calls, ensuring messages are directed to the appropriate areas or people efficiently.
• Accountable for managing the School Bus Program including enrolment, being the company liaison with bus provider(s) and acting as the Parent liaison for parent communications.
• Book and confirm transportation for all school trips (including Athletics).
• Monitor and track all bus‑related issues and create necessary transportation reports.
• Manage the inventory and ordering/stocking of office/kitchen supplies, coordinating maintenance/consumables (toner, film) for all core office equipment.
• Maintain shared Admin Team Calendar and manage the main email contact inbox.
• Provide support for back‑up coverage for teachers by using and ensuring the automated online platform is regularly monitored and up to date.
• Assist with administrative and coordination duties related to events such as open houses, conferences/meetings involving external stakeholders, etc.
• Provide support to other internal events and activities, including employee recognition.
• Other administrative duties as assigned by the Senior Coordinator, Administrative Services.

Required Skills And Abilities

• Interpersonal and relationship building skills
• Attention to Detail
• Customer Service Focus
• Ability to Multi‑task in an often dynamic and bustling environment
• Organization and time management skills
• Ability to plan proactively
• Initiative and creative problem solving skills

Who You Are

Your Strengths

• An enthusiastic, articulate, and creative individual who communicates with ease and confidence.
• A critical thinker who demonstrates initiative, integrity and attention to detail.
• A team player who enjoys being part of a vibrant, collaborative community and contributes positively to all areas of the school.
• An initiator who challenges the status quo and seeks better and alternative means of achieving exceptional business results.

Proactive with an Achievement Orientation

You work to meet goals and standards and accept responsibility for mistakes, taking corrective action. You make independent decisions using your scope of authority.

Continuous Learning and Improvement

You demonstrate knowledge of the skills and abilities needed. You take appropriate steps to update skills and abilities to maintain capabilities within the current position. You understand the need for ongoing training and learning and respond constructively to feedback and suggestions.

Financial Understanding

You demonstrate a general financial understanding and appreciate the value in controlling costs.

Teamwork

You help others and cooperate by participating willingly and helping others in need. You support team decisions and are a strong team player. You provide information, suggestions or advice when asked.

Why Join SMLS?

Our work is meaningful and important. As a school, we support each student’s interests, talents, learning needs and strengths. Through our world‑class facility, Signature Programs, expertise in girls’ education, and dedication to personalization, our students become lifelong learners equipped to achieve excellence in whatever path they choose.

When you join SMLS, you join a fun and supportive community!

Benefits

• Health, vision, and dental care
• Life insurance, AD&D insurance, and Long Term Disability insurance
• Employee & Family Assistance Program (EFAP)
• Mental health & wellbeing resources
• Ontario Teachers’ Pension Plan / RRSP program with up to 5% employer match
• A healthy lunch program during the school year
• On‑site fitness facilities
• On‑site parking
• Time off during Winter Break and March Break
• Summer hours and extra long weekends in line with the school calendar

Excellence

• Courage
• Integrity
• Belonging

If you are interested in an opportunity to join our school, please apply online at

We appreciate and thank all applicants for your interest in SMLS, however, only those candidates invited for an interview will be contacted.

SMLS is an equal opportunity employer and we accommodate any needs under the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code. We value diversity and are committed to creating an inclusive environment within our community. Please contact Human Resources with any requirements or questions.