Job Description

Office & Administrative Assistant - Part-Time

Location:

Pleasant Heights Afterschool Care Main Office - Calgary NW

Hours:

Approximately 15-20 hours per week

About the Role

We're seeking a detail-oriented and proactive

Part Time Office & Administrative Assistant

to oversee the day-to-day operation of PHAS's offices, staff onboarding documents, family registrations, supply orders, and site logistics.

Acting as the bridge between HR, site teams, and the Finance/Bookkeeping Coordinator, this role ensures that information flows efficiently and that both families and staff receive timely, accurate support.

This is an excellent opportunity for an organized professional who enjoys a mix of people interaction, process management, and behind-the-scenes coordination in a mission-driven organization.

About Pleasant Heights After School (PHAS)

Pleasant Heights After School (PHAS) has been helping Calgary children play, learn, and grow since 1976. As one of the city's first before- and after-school care providers, PHAS now serves more than 200 children across 3 community-based locations.

Our team is dedicated to providing a safe, inclusive, and engaging environment for children while maintaining strong operational and administrative foundations behind the scenes. The

Office & Administrative Assistant

plays a key role in ensuring our programs, staff, and families are supported through organized systems, efficient communication, and responsive coordination.

What You'll Do

Serve as the first point of contact for phones, emails, and family inquiries, providing professional and empathetic support. Directing to the appropriate department when needed. Maintain family and staff databases, SharePoint records, Rotessa family entries, and child registration forms. Support child registrations, licensing documentation, and subsidy coordination under the guidance of the Assistant Director. Manage supply and grocery ordering, vendor coordination, and office inventory. Oversee lease coordination and renewals for PHAS sites (liaise with landlords and the CEO). Support staff onboarding, including IT access, file setup, and benefit enrolment in coordination with HR. Provide administrative support for marketing, social media, and event coordination as needed. Track and communicate important operational deadlines (licensing renewals, insurance, etc.). Support strategic planning and committee preparation through documentation and scheduling.

Skills & Requirements

Diploma or equivalent in business administration, office management, or related field. Minimum 2 years' experience in customer-facing administration or childcare setting preferred. Strong proficiency in Microsoft 365 and SharePoint. Excellent interpersonal, communication, and time-management skills. Ability to work collaboratively with HR, CEO, and program staff across multiple locations. Organized, empathetic, and proactive with a high attention to detail.

Why You'll Love Working Here

Flexible part-time hours. Collaborative and supportive team culture. Meaningful work that supports children, families, and educators. Opportunities to learn, grow, and contribute to a well-established community organization.

Compensation & Benefits

Wage:

Competitive hourly rate

Hours:

Approximately 15-20 hours per week Ongoing training and professional development opportunities

Our Commitment to Diversity

Pleasant Heights After School is an

equal opportunity employer

. We celebrate diversity and strive to reflect the community we serve. We welcome applicants from all backgrounds who share our belief in inclusion, curiosity, and integrity in all aspects of work.

We thank all applicants who apply however will only be contacting those who are selected for further consideration.

Job Type: Part-time

Expected hours: 15 per week

Application question(s):

Do you have a diploma or equivalent in business administration, office management, or a related field? Do you have strong proficiency using Microsoft 365? Do you have strong proficiency using SharePoint?
Experience:

customer facing administration: 2 years (preferred)
Work Location: In person