Admin Assistant, Middle & Senior School

Job summary

Provide comprehensive administrative and logistical support to the Middle and Senior School Principal and Vice-Principals. Manage IB program administration, academic calendars, student records, and serve as a primary point of contact for the school community.

Job details

Administrative Assistant, Middle & Senior School Full-Time Permanent Join a relationship-based school community where your work is valued, your growth is supported, and collaboration is part of everyday work. At The York School, a co-educational independent school in midtown Toronto offering the International Baccalaureate from Junior Kindergarten to Grade 12, you will work alongside dedicated colleagues in an environment grounded in Challenge, Community and Curiosity. Every role contributes to the school’s mission by helping create an environment where students feel known, challenged and supported. If you are energized by meaningful work, strong relationships, and continuous growth in a forward-thinking school environment, we invite you to explore this opportunity. Given the dynamic and collaborative nature of our school environment, this role is an on-site position requiring to be in the office five days a week. Candidates should be prepared to contribute actively to this in-person, community-focused environment. JOB PURPOSE Reporting to the Middle and Senior School Principal, the Administrative Assistant works collaboratively to provide comprehensive administrative, organizational, and logistical support to the Principal and Vice-Principals. Ensuring the seamless and efficient operation of the Middle and Senior School by supporting academic tasks and delivering operational procedures, coordinating events and calendars, maintaining student and school records, and serving as key points of contact for staff, students, and families. KEY RESPONSIBILITIES Support the administration of the IB MYP and DP Programs, including uploading student work to ManageBac, IBIS, and Kognity Coordinate logistics, schedules, and events for the Personal Project, CAS, Extended Essay, and DP Core Coordinate the administration of May IB DP examinations and Middle and Senior School examinations, including scheduling, preparation, and the submission of required academic documentation Track IB-related professional development, manage program subscriptions and memberships, and reconcile program expenses with the finance department Assist in maintaining curriculum documents and ensuring alignment with IB and Ministry of Education standards Oversee and update Mandatory Assessment Completion (MAC) records and procedures Maintain the Academic Course Calendar website Provide administrative support to the Principal and Vice-Principals, including managing calendars, coordinating meetings, taking meeting minutes, and handling correspondence Collaborate with the Academic Coordinator, University Counselling, the School Registrar, and other departments to maintain accurate student data and support internal and external communications regarding student achievement Act as the first point of contact for the academic office, addressing inquiries with professionalism and discretion Monitor and document student uniform and lateness infractions and ensure appropriate communication with families and school leaders Manage supply ordering and inventory for school operations and administrative needs QUALIFICATIONS AND SKILLS Post-secondary education in a related field coupled with 3-4 years of relevant work experience in a fast paced environment Has excellent proficiency with information databases Displays a high degree of confidentiality when handling sensitive information Has strong organizational skills and can prioritize, and manage multiple projects and deadlines and adjust priorities accordingly to meet deadlines Excellent written, verbal and interpersonal communication skills Proven ability to work effectively as part of a collaborative, interdisciplinary team, contributing to a positive, inclusive school culture Proven strength in fostering respectful, responsive, and professional relationships with students, families, and colleagues, ensuring a service-oriented approach in all interactions Proficiency in navigating a technologically rich school environment, with expertise in Google Workspace considered an asset EMPLOYEE COMPETENCIES At The York School, we seek individuals who demonstrate the following core and role-specific competencies: Flexibility & Adaptability Breadth of Contribution Relationship Focused Service Orientation Communication & Collaboration Inclusivity Integrity & Trust Technical Expertise in Area of Discipline WORKING REQUIREMENTS Occasional early mornings, late evenings, and the possibility of attending camp or overnight trips as needed to support school programs and student experiences WHAT WE OFFER The target hiring range for this position is $52,000 to $58,000 annually. Placement within the range is determined by job-related skills, experience and education. This hiring range reflects the role’s schedule aligned with the academic year (working late August to late June), and is based on 10 months of work annually. Within the Greater Toronto Area, The York School is among the top CIS Ontario Schools for compensation. Our comprehensive benefits package includes health and dental coverage that is effective on your first day of employment, and a generous RRSP matching plan. Learn more about the benefits of working at The York School. THE YORK SCHOOLS’ COMMITMENT TO DIVERSITY, EQUITY, INCLUSION AND ACCESSIBILITY The York School is committed to an inclusive and accessible workplace and welcomes applications from all qualified candidates, including those from equity-deserving communities. We value the diverse perspectives and experiences that strengthen our school community. Accommodation is available upon request throughout the recruitment and selection process. HOW TO APPLY If York’s values of Challenge, Community and Curiosity resonate with you, and you are motivated to contribute to a high-performing, relationships-based learning environment, we encourage you to apply. Please submit your application online. Review of applications will continue until the position is filled. This posting is for an existing vacancy. Artificial intelligence may be used during the initial screening call to assist with note-taking. All hiring decisions are made by the hiring team. All offers of employment are conditional upon a successful criminal record check with vulnerable sector screening, verification of education and employment history, satisfactory reference checks, and a review of publicly available online information in accordance with school policies. We thank all candidates for their interest; however, only those selected for an interview will be contacted.

What you’ll do

Provide comprehensive administrative and logistical support to the Middle and Senior School Principal and Vice-Principals. Manage IB program administration, academic calendars, student records, and serve as a primary point of contact for the school community.

Requirements

Requires post-secondary education and 3-4 years of relevant experience in a fast-paced environment. Candidates must be proficient in information databases and Google Workspace with strong organizational and communication skills.

Benefits

• Health Coverage • Dental Coverage • RRSP Matching Plan

Listed skills

• Collaboration · Preferred
• Google Workspace · Preferred
• Administrative Support · Preferred
• record keeping · Preferred
• Project management · Preferred
• interpersonal communication · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative Support
• Organizational Skills
• Interpersonal Communication
• Google Workspace
• Information Database Management
• Calendar Management
• Confidentiality
• Event Coordination
• Record Keeping
• Project Management
• Collaboration
• Professionalism

Job areas

• Administrative
• Education