Administrative Assistant (Advanced)
Auxiliary - On Call
Internal/External
Posting Date: September 9, 2026
Closing Date: September 24, 2026
Posting # 2026079
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 (Advanced) provides experienced auxiliary or temporary administrative and executive support for complex, sensitive, or time-limited assignments. The role coordinates defined operational activities, prepares analysis and documentation, and recommends administrative improvements within an assigned mandate. It may provide day-to-day guidance to other temporary or junior staff but does not hold ongoing departmental, budget, policy, contract, or formal people-management accountability.
Duties and Responsibilities
- Creating a welcoming and inclusive front office experience.
- Ability to communicate effectively with individuals from diverse backgrounds and tailor communication style for different audiences.
- Answer and direct phone calls, emails, and general inquiries.
- Provide executive support, including calendar management and high-level correspondence.
- Support assigned budget administration and financial processes by monitoring expenditures, reconciling records, preparing routine reports, and escalating variances in accordance with established controls and approval authorities.
- Recommend and implement approved administrative process improvements within the scope and duration of the assignment.
- Conduct research and prepare reports for management.
- Support procurement, vendor coordination, and contract administration within established procedures and delegated approval limits.
- Handle sensitive and confidential information with discretion.
- Provide task-specific orientation, coaching, and day-to-day work guidance to junior or temporary administrative staff, where assigned, without formal supervisory accountability.
- Coordinate company events, meetings, and business travel.
- Leverage Excel for advanced data analysis, financial reporting, pivot tables, macros, and complex formulas to optimize administrative processes.
- All other duties as assigned.
Required Education and Experience
- Bachelor’s degree in Business Administration or equivalent, with specialized training in business administration or office administration.
- Three years of progressively responsible administrative experience, including senior or executive-facing support, complex coordination, or comparable short-term assignments; demonstrated ability to perform the work is more important than a specific length of service.
- Experience composing various business communications such as emails, memos, and reports.
- Experience supporting event planning and coordination is considered an asset.
Required Knowledge, Skills & Abilities
- Demonstrate a commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
- Advanced proficiency in Microsoft Office and Google Workspace, including the ability to create and maintain complex spreadsheets, use pivot tables and advanced formulas, analyze data, and prepare accurate reports and presentations.
- Excellent multitasking, time management, and leadership skills.
- Ability to solve problems by using judgment, independent thinking, and analysis.
- Ability to interpret policies and procedures and experience with standard office equipment.
- Intermediate proficiency in Google Workspace.
- Team player.
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 [email protected].
Please note that while the School encourages and accepts external applications, qualified internal candidates are considered first for this opportunity.
Interested candidates are invited to submit an application package, including a covering letter, curriculum vitae and professional references, through Bamboo HR.
Questions email [email protected]
