Assistant to the Director - Senior School

Permanent, Part-Time (0.80 - 0.83 FTE), starting June 2026

One of our core values at St. Michaels University School is respect. With this in mind, we acknowledge that our school rests in the heart of Straits Salish territory, a living culture with its own rites, ceremonies, and unfolding history. We honour the Esquimalt, Songhees, and W̱SÁNEĆ peoples – whose homelands we share and whom we recognize as our neighbours.

Position Summary

The Assistant to the Director - Senior School provides confidential administrative support to the Director of Senior School/Deputy Head of School, as well as the Senior School Leadership team as required. This role coordinates a broad range of functions including student records and Ministry compliance, faculty coverage, reporting processes, event logistics, communications, and major school initiatives. The position serves as a key liaison between leadership, faculty and staff, students, parents, and external partners.

The ideal candidate is a highly organized, detail-oriented administrative professional who thrives in a fast-paced school environment and is committed to accuracy, confidentiality, and service excellence. As a proactive self-starter, they demonstrate sound judgment, strong prioritization skills, and the ability to manage multiple responsibilities while maintaining high standards. With experience supporting complex administrative functions, they are comfortable working with Microsoft 365, Google Workspace, database systems, and processes. They bring a flexible, team-oriented approach that contributes to a positive, inclusive school community.

Responsibilities include:

• Schedule appointments and support communication with Directors, parents, staff, students, and families.

• Coordinate meetings and events, including invitations, room bookings, catering, and work orders.

• Maintain student records in accordance with the Ministry of Education requirements.

• Manage audits, record requests, and Permanent Student Records (PSRs).

• Oversee faculty coverage and manage teacher-on-call (TOC) scheduling and input of working time for payroll.

• Support reporting processes, including the Senior School Reports programme.

• Coordinate parent/teacher meetings and school-wide communications.

• Support budgeting processes, including textbook and departmental requisitions.

• Assist with candidate interview logistics and recruitment support.

• Organize major school events, including graduation ceremonies and related activities.

• Support emergency planning and maintain up-to-date emergency lists.

• Prepare reports and documentation for Board meetings and external evaluations.

• Provide administrative support for Professional Growth programming.

• Arrange travel and manage leadership calendars.

• Provide reception coverage and general office support as required.

Experience and Qualifications:

• High school diploma and completion of post-secondary education in Business Administration, or a related field.

• Minimum 2 years’ experience working in a school or other youth-oriented setting.

• Strong written and verbal communication skills.

• Ability to work collaboratively with diverse stakeholders.

• Ability to support projects from idea to completion.

• A collaborative and flexible team member with a strong commitment to providing excellent customer service.

• Highly organized with the ability to manage multiple priorities.

• Strong attention to detail, confidentiality, and accuracy.

• Excellent Microsoft 365 skills, including Excel, Word, and Outlook, as well as proficiency in Adobe and Google Workspace.

• Student Database Systems knowledge is an asset.

• Self-motivated with the ability to work independently and adapt to changing priorities.

Salary Range:

Annual salary range: $44,560 - $66,800. This range reflects the prorated (0.80 FTE) salary.

Criminal Record Check:

Must pass and maintain a clear Solicitor General criminal record check for the purpose of working with children.

Application Details:

Please apply with a resume and cover letter by 2:00 pm Tuesday, June 2, 2026.

About St. Michaels University School:

Located in Victoria, British Columbia, Canada, St. Michaels University School (SMUS) is a Junior Kindergarten to Grade 12 day and boarding school with a global reputation for academic excellence.

Our students from over 30 countries all over the world have opportunities in academics, athletics, arts, leadership, service and outdoor education, and are inspired by an extraordinary staff committed to character growth and preparing students for what lies ahead in life. The school’s Mission shapes these endeavours: Our school seeks the excellence in all of us, with passion and compassion. We are a community shaped by the pursuit of truth and goodness, providing outstanding preparation for life.

At St. Michaels University School, we seek to employ and empower individuals who wish to forge impactful relationships and careers that place our students at the centre. We firmly believe that expanding our diversity while adjusting our practice will lead to becoming the community we envision – a place where staff and students share a sense that they fully belong.