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Administrative Assistant, Main Office & Reception

Position Type Administrator
Start 09/09/2019
School Name Greenwood College School
City, State Toronto, ON 
Posted 07/08/2019

Position: Administrative Assistant, Main Office & Reception

Position Type: Permanent, Full-time

Reports to: Executive Assistant to Principal/Manager, Main Office

Greenwood College School is a co-educational independent day school for students in Grades 7 through 12. We encourage our students to think independently, to persevere through obstacles, to maintain moral courage and to connect with their communities. Our small, supportive community allows students to feel positive and engaged each day, while our trailblazing approach to personalized education challenges every student to grow.

Position Summary

The primary objective of this role is to provide administrative and organizational support to the Main Office and Reception. The incumbent will function with a high degree of attention to detail, accuracy and prioritization of work in a team setting. While the Administrative Assistant supports individuals, they also share responsibility for supporting the needs of other program areas.


  • Support the efficient day-day functioning of the Main Office by providing high quality administrative support to the Manager, Main Office and other senior leadership team members

  • Provide administrative support to the Guidance department

  • Provide administrative support to the Outdoor Education program

  • Provide administrative support to the Service Learning program

  • Exercise diplomacy and good judgment in liaising with parents, students, staff, and volunteers through support that reflects a thorough knowledge and understanding of the school’s activities

  • Assist with the coordination of major events

  • Maintenance of all Ontario Student Records

  • Organize all files and cabinets in the Ontario Student Record storage room

  • Act as the back-up for coordinating teacher coverage requests

  • Maintain and update student and parent data in the Student Information System (ON)

  • Acts as the back-up to the Receptionist by providing daily reception relief during breaks and also as required

  • Assume the role of the Receptionist during the summer months

  • Responsible for monitoring, maintaining and ordering office supplies for the Main Office, Reception and various programs

  • Assist with the coordination of field trips

  • Perform administrative duties including photocopying, scanning, faxing, mailing and filing

  • Perform other duties and special projects as assigned

Qualifications and Skills

  • Related postsecondary training or minimum 3 years experience in office administration

  • Advanced knowledge of Microsoft Office and Google applications, as well as strong data entry skills

  • Able to work independently, manage a variety of tasks concurrently and perform well under pressure

  • Excellent organizational and time management skills

  • Able to maintain confidentiality and work within protocols and procedures

  • Proactive team player, flexible and self-motivated

  • Able to function as a highly organized, accountable and self-directed administrator

  • High level attention to detail and accuracy

  • Able to show and take initiative

  • Sound judgment and problem-solving skills

  • Excellent interpersonal skills and telephone manner

  • Able to work some overtime and have some flexibility with hours when required

Contact Information

Interested applicants should send their resume via email to employment@greenwoodcollege.org. We thank all applicants. However, only those applicants selected for an interview will be contacted following the closing date for applications.

Greenwood College School welcomes and encourages applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection process.

Application deadline: Friday, August 9, 2019

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