Administrative Assistant

Founded in 1962, Bayview Glen is an independent, co-educational university preparatory day school with more than 1100 students from Preschool through to Grade 12. Our school thrives on two closely connected campuses in the heart of Toronto and offers a truly transformative educational experience, intentionally creating a welcoming, vibrantly diverse community, guided by inspiring teachers and fueled by a forward-looking curriculum. Bayview Glen is a member of the CIS Ontario, CAIS, NAIS and Round Square organizations.

We’re looking for a full-time **Administrative Assistant for the Prep School** to join our team. You’ll be reporting to the Head of the Prep School and be responsible for providing administrative support to ensure the efficient and effective operation of the Prep School while fostering a welcoming, organized, and inclusive environment for students, faculty, and families.
- **What You’ll Be Doing**:_
- Representing the Prep School professionally and warmly to all stakeholders
- Serving as a reliable point of contact for parents, students, and faculty seeking assistance
- Communicating effectively with parents regarding student daily routines (e.g., early dismissals, late arrivals, illness) and changes in routine
- Contacting parents and managing the dismissal process for students who are ill or injured and personally dismissing the child to the parents’ care
- Monitoring and addressing student attendance discrepancies in a timely and confidential manner
- Tracking ongoing student absences and informing Prep Leadership team of any concerns
- Coordinating the schedule for the Head of Prep School
- Coordinating schedules, communications, and materials for school-wide events including photo day, vaccinations, and safety drills
- Managing the logistics of substitute teacher coverage, including finding last-minute coverage, attendance tracking for Faculty, and timesheet processing.
- Drafting and preparing correspondence, invitations, and other documents as required by the Head of Prep School, Director of Teaching and Learning and/or the Dean of Student Life
- Assisting in the coordination and preparation of materials for Curriculum Nights and Open Houses, New Families Evening, etc.
- Leading planning, co-ordination, and execution of key events, including school trips, guest speakers, Grade 8 Graduation and Dance, End-of-Year Celebrations for Grades 6-7, Music Nights (ticketing, communications, event logistics), Tuck Sales, special events throughout the year, and other community-building activities
- Creating and maintaining annual planning calendars and event checklists
- Assisting the Dean of Student Life in the co-ordination of Clubs and Committees.
- Leading administrative coordination of student report cards, ensuring documentation in OSRs
- Providing visible, active support at school functions and community events
- **What You’ll Need**:_
- Minimum completion of secondary school with three years of relevant administrative experience. Completion of post-secondary degree/diploma in Business or Office Administration or equivalent would be an asset
- In-depth knowledge of the full range of administrative procedures, processes and protocols for an executive office, including correspondence management, logistics, preparation of a variety of documentation and event planning
- Proficiency in MS Office and specialized school databases, in order to retrieve information and prepare documents, presentations, communication and reports
- Ability to assess, prioritize and follow-up on correspondence, inquiries and documentation and anticipate/resolve problems or conflicts as required
- Ability to work in a fast-paced environment, requiring managing multiple priorities under tight time pressures and with frequent interruptions
- Familiarity and understanding of students at this age group would be considered a definite asset
- **Who You Are**:_
- Motivated self-starter, energetic with a positive attitude and a keen attention to detail
- **Here's What We Offer**:_
- A competitive total compensation package
- A collegial work environment where employees have fun together
- A welcoming, vibrantly multicultural community
- Meaningful work in an educational environment with future leaders of tomorrow
- Professional development opportunities
- Onsite fitness facilities
- Lunches and parking provided
- Summer Hours

**Job Types**: Full-time, Permanent

Expected hours: 37.5 per week

**Benefits**:

- Dental care
- Disability insurance
- Discounted or free food
- Employee assistance program
- Extended health care
- Life insurance
- On-site childcare
- On-site gym
- On-site parking
- Paid time off
- RRSP match
- Vision care
- Wellness program

Schedule:

- Monday to Friday

Work Location: In person

Application deadline: 2025-05-22