Job Description

Job Title:

Administrative Assistant (Full-Time, Permanent)

Location:

St. John's-Kilmarnock School (SJK)

School Description

SJK is the leading co-educational independent school in the Waterloo Region of Ontario. The School, which was founded in 1972, is located on a beautiful 40-acre natural campus offering enriched educational programming for day students from JK to Grade 12 and international boarding students from Grades 9 to 12 through our accredited International Baccalaureate (IB) Programme. The School's co-ed Boarding Residence is located in close proximity to the University of Waterloo and Wilfrid Laurier University.

SJK offers a world of learning where we embrace innovation, diversity and internationalism. We have dedicated and inspirational educators, attentive to the needs of individual students and their families. Our expectations are high; students are encouraged to find balance through academics, sports, arts, service and leadership. As the only accredited IB World Continuum School in Southwestern Ontario, our students love to learn, and graduate as confident, well-rounded individuals fully prepared for post-secondary education and life beyond. Our graduates take their passions to the world as leaders and global citizens.

Position Summary

SJK is seeking a friendly, positive and experienced

Administrative Assistant

to be the welcoming presence at our Main Office. This position reports to the Chief Financial Officer and works closely with administrative employees, faculty and staff across the School. We are looking for someone who is courteous, professional, and able to manage multiple priorities with confidence and care. This position supports Main Office reception, day-to-day school operations, and collaborates closely with the School's administrative and teaching staff. The successful candidate will ensure a positive and professional experience for all guests and stakeholders and play an integral role in creating a well-organized, responsive school environment.

Key Responsibilities

Provide a welcoming and professional Main Office experience for students, parents, educators, and visitors while coordinating pickups/drop-offs, redirecting inquiries, and supporting access needs like phones, keys, photocopiers, and other visitor services. Support the Executive Assistant, Teaching and Learning with managing student absences and coordinating teacher absence coverage; Support the Enrolment Team with various tasks, including: preparation of admission, financial assistance, and confirmation of enrollment letters, as well as tracking student House placement; Support educators with field trip logistics, including booking buses and venues, and administering the field trip forms process; Maintain accurate records and documentation as required; Oversee vehicle bookings, driver documentation, lunch documentation, staff room upkeep, Main Office tidiness, and school space reservations while ensuring resources are stocked and available. Enforce Main Office and school access procedures, and support safe transitions during drop-offs and pickups. Respond to telephone, email and in-person inquiries in a courteous and efficient manner; Assist with general administrative tasks to support school operations as needed. Support the CFO with monthly reconciliation of credit card expenses. Support event logistics in collaboration with relevant departments. Uphold the values and standards of the SJK Community in all interactions. Initiate projects on a scheduled basis to support the School's operations.

Qualifications and Experience

A minimum of 3 years of experience in office administration or post-secondary training Strong data entry skills with a high level of attention to detail and accuracy Excellent working knowledge of Microsoft Office and Google Workspace Outstanding interpersonal and communication skills, including a professional telephone manner Proactive, collaborative team player with sound judgment and initiative Ability to work independently, manage multiple tasks, and perform well under pressure Strong organizational and time management skills Proven ability to manage confidential information with discretion Demonstrated ability to stay composed and effective in a dynamic school environment Availability to work occasional evenings and weekends for school events Current Vulnerable Sector Police Check
Applications should include a cover letter, complete CV, addressed to Mr. Don Kawasoe, Interim Head of School and forwarded to employment@sjkschool.org by Friday, July 25, 2025. Please include "Administrative Assistant Application" in the subject line. Applications will be accepted until Friday, July 25, 2025.

Due to the volume of applications received, only those selected for an interview will be contacted. Visit our website at .

Job Types: Full-time, Permanent

Pay: $50,000.00-$53,000.00 per year

Flexible language requirement:

French not required
Schedule:

8 hour shift Day shift Monday to Friday Weekends as needed
Ability to commute/relocate:

Breslau, ON N0B 1M0: reliably commute or plan to relocate before starting work (required)
Education:

Secondary School (preferred)
Experience:

office administration: 3 years (preferred)
Work Location: In person

Application deadline: 2025-07-25
Expected start date: 2025-08-18