Administrative Assistant - Schools (Olive Grove School)

The Muslim Association of Canada•Mississauga, ON

15h•Onsite

About The Position

The Muslim Association of Canada (MAC) is seeking an Administrative Assistant to support the Principal in managing the day-to-day operations of the school. This role involves fostering community relations, adhering to school policies, and ensuring compliance with Provincial legislation. The Administrative Assistant will be a key support person for the school's philosophy and curriculum plans.

Requirements

Advanced written and spoken communication skills in English.
Strong administrative abilities.
Excellent telephone manners.
Computer proficiency, including MS Office (Word, Excel, Outlook, PowerPoint).
Experience with mail merges.
Experience working with customer or donor databases.
Exceptional time-management, organizational, and planning skills.
Ability to prioritize and manage workloads efficiently.
Strong sense of confidentiality, diplomacy, sound judgment, and discretion when interacting with various stakeholders.
A minimum of four years of full-time work experience and/or higher education.
High energy, self-motivation, and flexibility in approach to tasks.

Responsibilities

Perform general secretarial duties, including drafting and revising documents, managing correspondence, maintaining both paper and digital files, making photocopies, sending faxes, and opening and following up on files.
Maintain the school calendar, prepare minutes, and handle various administrative tasks as required.
Collect and maintain accurate documentation, providing periodic reports to the Principal as agreed upon, and ensuring that both hard copy and electronic files are organized.
Prepare and track student attendance for all classes, contact parents in case of absence, maintain absence records, and alert parents if a student is close to exceeding their absenteeism limit.
Provide new parents with a tour of the school, answer queries regarding registration, admission, school curriculum, timings, staff, and fees.
Update and maintain a substitute teacher list, and access teaching resources as directed by the Principal.
Maintain up-to-date and accurate student, staff, vendor, and accounting records, both manually and electronically.
Follow up on outstanding fees and dues for the school.
Complete the monthly school fees tracker for tax purposes.
Maintain manual staff sign-in sheets and e-files for payroll purposes, record absences, and collect required information for new staff.
Handle petty cash, ensuring timely replenishment, and prepare supporting documentation for the Accounting Department.
Prepare monthly online filing and claim student subsidies.
Handle any other queries, data, or tasks requested by the head office in a timely manner.
Submit applications for the yearly school license renewal.
Convey messages and queries between the Principal and staff.
Assist the Speech Therapist with student records and consent forms.
Respond to staff queries related to students, school supplies, general school rules, student incidents, and IT concerns.
Order and maintain sufficient washroom supplies for school use.
Liaise with vendors and service personnel for troubleshooting and maintenance.
Check and respond to mail and voicemail messages promptly.
Maintain and update the school notice board; assist in planning, coordinating, and executing school events and functions.
Schedule and reschedule requested meetings, and assist the Principal in various administrative tasks.
Undertake other tasks as assigned by the Principal or Vice Principal.