Administrative Assistant-Senior Leadership Team (Maternity Leave June 1, 2026 to July 11, 2027)

Reports to: Director of Student Life

Scope of Role

The Director of Student Life Support role provides comprehensive administrative and operational support across student life, risk management, and school-wide programs, ensuring the efficient coordination of extracurricular activities, field trips, and student services. Additionally, the role provides cross-functional administrative support to senior leadership and principals, contributing to scheduling, communications, and operational continuity.

Duties and Responsibilities:

Director of Student Life Support

• Document management of extended/international field trips:


• process insurance claims


• send invitations to parent/students for trip information evening events


• create attendance list of trip participants/parents


• book facility for information sessions


• provide notarized letters, proof of enrolment, home stay information, flight itineraries and other documents required to facilitate visa applications or general trip information for all participants


• complete documents to alert Federal Government of student travel outside of the country


• collect participant registration forms for trips


• provide support documentation for trip chaperones (informational binder)


• collect student emergency information into a trip binder & password-secured USB


• Manage database for CAS and assists Director of Student Life:


• create reports for Director of Student Life to monitor staff CAS selection and student participation patterns


• create clubs in Blackbaud each term for students and teachers


• create and distribute student signup sheets to advisory teachers


• create a facility calendar for CAS events/Clubs


• create and update student attendance for all CAS clubs


• Coordinate after school clubs for elementary school and Community, Activity, and Service Club rotation/rosters in partnership with Administrators:


• contact providers based upon request of the Director of Student Life, confirm their participation in clubs and book facilities for their use


• type up the clubs schedule as indicated by the Director of Student Life


• use the school website to facilitate online registration


• ensure providers have insurance, signed contracts and criminal record checks


• manage facility usage and master calendar bookings


• maintain records of all clubs for reporting and tracking


• enter all clubs into Blackbaud to track participation and facilitate billing


• Coordinate with the finance department for billing families


• Communicate with parents regarding club registration. Send welcome letters, answer questions and provide updates


• Assist with collecting, communicating and filing information regarding extracurricular events (Halloween Fun night, Movie and bowling Nights etc.)


• Submitting DPO’s for director of Student life and Environment of Risk


• Track student attendance for Gryphon Pin requirements


• Assign new students to Houses and communicate with the uniform shop regarding house shirts


• Distribute and organize envelopes for collecting donations to all ES classes


• Count donations and deposit the money to the finance department. Events like: Terry fox run, Jeans day, Middle School farms Market, etc.


• Distribute poppies for the Remembrance Day assembly to all ES and MS classes


• Coordinate with the front office to keep them up to date with current lunch time and afterschool clubs or events

Continuum Program Support

• Yearbook


• Student Medical Record Support


• Assist the admin assistant of academics with receiving public health nurses and setting them up

Director of Environment and Risk Support

• Field Trips (ES, MS, and HS)


• Communicate with teachers and principals to collect all necessary information and documents


• Create online permission forms in Blackbaud


• Processing & archiving all trip risk assessments


• Communicate and collect insurance from 3rd party providers visiting the campus


• Booking busses for local and extended curricular fieldtrips (WWOW and CWOW)


• Covering driver needs by either selecting internal staff, day-hire, or use of an external bus company


• Communicating, collecting, collating and filing all parent consent forms


• Maintain Field Trip Manual with all attendance lists, consent form, bus booking and field trip schedules


• Print all medical abstracts for trips


• Book other transportation and hotels for overnight and extracurricular trips (Ferries and flights)


• Advise dining provider of groups of students that are off campus during the school day


• Collect field trip contracts and Acknowledgements of Risk for approval by the director of Environment and Risk and CFO & Business Manager


• Organize and order annual WWOW trip leader apparel order


• Coordinate Meetings and keep minutes for Risk Registry and Educational Continuity Plan


• Coordinate weekly food bank volunteering trips for Middle School students and staff/parents during summer and holidays


• Assist with collecting, communicating and filing the Duke of Edinburgh program


• Assist with conference planning and setting us hotel blocks

SLT Support

• Receive billing and arrange for provider payment


• Student Contracts/Essential Agreements (ES, MS and HS)


• Distribute, collect, and store the Responsible Use of Technology Agreements


• Distributing and collecting other agreement documents-fitness room waivers/Gr. 12 off campus agreement


• Support principals with obtaining Medical alert information


• External testing (MDI / MAP and other metrics as needed)


• Assume primary role for the annual organization and setup for all external assessments


• Create student profiles for any new students (MAP test only)


• Support Principals with organization, administration, and data collection


• New Student Applicants


• Create MAP profiles for any new student that is applying for grade 6-9


• Facilitate MAP testing on new student assessment dates (both in-person and on Zoom)


• Course Selection, Class Lists, and Timetables


• Work with MS and HS principals to facilitate the annual course selection process


• Support principals with the creation of class lists (sharing class list proposal doc with teachers)


• Share student/teacher timetables to be uploaded to The Hub for the start of the school year


• Awards and Recognition

o Prepare all awards and recognition certificates, plaques, keepers for Grade 12 convocation

o Prepare all recognition certificates and Gryphon Pins for grade 6 to 11

• Managebac

o Support the Principals/APs with transitioning Managebac for the next school year

o Create all Managebac classes for grades 6-11

o Duplicate the information from the SIS in ManageBac.

o Archive graduates and withdrawn students, create user accounts for new students

• Field Trips

o Provide secondary support to Principals and Admin Assistant to organize and facilitate field trips (primarily CWOW and WWOW trips in MS/HS) and Elementary Field Trips

• Additional principal support

o Managing Calendars for Principals (tentative)

o Booking parent meetings, scheduling task work time

o Providing attendance reports

o Monitoring weekly supervision sign-out sheets

o Sending parent letters from principals

o Supporting divisional meetings

o Weekly campus updates

Front Office Support

• Provide coverage for the Administrative Assistant when required during sick, holiday and vacation times:


• answering telephone, handling student and parent inquiries referring messages, scheduling appointments


• act as a general liaison between the Administrative Officers and staff members, students, parents, suppliers, and the public


• Provide basic comfort to children in cases of sickness or emergencies; notify parents, ambulance service, and/or hospital if required and monitor children waiting to be picked up


• Operate and troubleshoot minor problems with equipment such as photocopiers, fax machines, and printer


• Handle confidential materials


• Coordinate and/or perform the work of other clerical staff during their absence

 Other duties as assigned.

We offer a comprehensive benefit plan including:

• Extended Health and Dental


• EFAP


• Wellness Program including an annual allowance


• Access to the schools fitness centre and gym


• Acres of forest and trails to explore in


• Social Events and staff lunches
  

We are committed to fostering an inclusive and diverse workplace that values and celebrates individuals from all backgrounds, including BIPOC (Black, Indigenous, and People of Color), persons with disabilities,
and LGBTQ2S+ (persons of all sexual orientations and genders). We encourage candidates from underrepresented communities to apply, as we believe in equal opportunities and diverse perspectives.

We are dedicated to providing accommodations throughout the hiring process and during employment for individuals with disabilities, ensuring an accessible and inclusive environment for all. If you require accommodations during the application process, please email   View email address on jobs.jobcopilot.com  

Meadowridge School acknowledges it is located on the ancestral, unceded territory of the Katzie, the Kwantlen, and Coast Salish Peoples. We value the opportunity to learn, live, play, and share educational experiences on this traditional land. Meadowridge School is committed to building strong meaningful relationships and positive partnerships with all the traditional keepers and stewards of this land.

We thank all for applying, however, only those selected for an interview will be contacted. This position will remain open until filled