Administrative and Classroom Assistant

The Administrative and Classroom Assistant oversees all administrative functions of the academy, ensuring smooth daily operations, accurate record-keeping, and full compliance with all applicable regulations. As the primary point of contact for families, the Administrative and Classroom Assistant manages parent communication, supports onboarding, handles inquiries, and maintains accurate files. The role also provides direct support to the Director and guides in delivering high-quality childcare services. In addition to administrative responsibilities, the Administrative and Classroom Assistant spends approximately one-third of each day in the classroom to assist with staff breaks, lunches, and transitions.

REQUIREMENTS

A Level 1 Early Childhood Educator certification is required. Previous experience in a Montessori environment is an asset, with preference given to candidates who have at least two years of experience in a similar role. Proficiency with Microsoft Office Suite and educational platforms is essential, and prior experience with Lillio is considered an asset. The ideal candidate will be self-motivated, highly organized, and possess strong interpersonal and communication skills. A satisfactory background check, Vulnerable Sector Check, and a valid Emergency/Basic First Aid Certificate are also required.

DUTIES

The duties of this position include, but are not limited to:

Act as the primary point of contact for families, managing inquiries, parent communication, and daily updates in a professional and supportive manner.

Manage incoming phone calls, emails, and in-person inquiries, ensuring professional and timely responses.

Assist with onboarding of new families, including registration paperwork, orientation materials, and subsidy/grant applications.

Support the Director with billing, accounts receivable, tuition tracking, and administration of provincial funding (e.g., Affordability Grant, Wage Top-Ups, Inclusive Child Care supports).

Coordinate and prepare materials for parent communication, newsletters, workshops, and community events.

Maintain accurate and up-to-date records, including enrollment files, attendance logs, staff certifications, health documentation, emergency contacts, and government reporting forms required by Alberta Children's Services.

Support the Director in ensuring compliance with Alberta's Early Learning and Child Care Act and Child Care Licensing Regulation through proper documentation and reporting.

Provide scheduling support, including staff schedules, shift coverage, and coordination of substitutes.

Order and organize supplies, equipment, and food in line with operational needs and Alberta Health Services standards.

Assist with organizing staff professional development records, training sessions, and certification renewals.

Oversee and coordinate all administrative operations to ensure the daycare remains safe, organized, and welcoming for staff, children, and families.

Provide general administrative support to the Director and staff as required.

Provide classroom coverage during guides breaks, lunches and transitions.

Assist with toileting routines, transitions, outdoor play, and creating smooth daily flow.

Communicate concerns or maintenance needs to the Director, and assist with coordinating or following up on any required actions.

Assist with monthly fire drills, ensuring all attendance and emergency records are accurate, up-to-date, and easily accessible, and maintain emergency backpacks, first-aid kits, and classroom safety supplies.

Job Types: Full-time, Permanent

Benefits:

• Company events
• Dental care
• Discounted or free food
• Extended health care
• Life insurance
• Paid time off
• Store discount

Experience:

• Administrative: 2 years (preferred)

Licence/Certification:

• First Aid Certification (preferred)
• Level 1 Early Childhood Educator certification (required)

Work Location: In person