Front Office and Guest Services Assistant

Full-Time Permanent Position Who We Are

Located on 10 beautiful acres in the heart of Olde Oakville, St. Mildred’s-Lightbourn School (SMLS) is a premier independent school for girls from JK through to Grade 12. Our mission is to engage each girl in a personalized, real-world learning experience where she explores her unique pathways within a nurturing community.

Reporting to the Senior Coordinator, Administrative Services, the Front Office and Guest Services Assistant is a key ambassador for SMLS, accountable for providing our students, families, and visitors with a warm welcome, as the first point of contact for the SMLS community. This dynamic role manages incoming calls, supports the smooth flow of daily operations, receives deliveries, and provides responsive administrative support across various teams.

In addition to front‑desk responsibilities, the Receptionist plays an important role in coordinating our daily attendance process and overseeing all aspects of the SMLS School Bus Program. This is a wonderful opportunity for someone who enjoys being at the centre of a vibrant school environment, thrives on helping others, and takes pride in creating a positive and seamless experience for our community.

• Department:
  Administrative Services
• Reports to:
  
  Senior Coordinator, Administrative Services
• Education:
  
  Post‑Secondary Education in a related field
• Experience:
  
  3+ years in Administrative Assistant/Receptionist role
• Office Administration Experience (required)
• Computer
  
  Skills:
  
  Fluent in Microsoft Office, Google environment
• Visitor Management System (e.g. Envoy)
• Experience with a CRM (e.g. Blackbaud) an asset
• Working Conditions:
  
  Office/School Environment

• As the first point of contact a SMLS, act as the primary ambassador; greeting all guests with a welcoming and customer centric approach.
• Oversee and assist with visitor sign‑in/sign‑out process via Envoy (our cloud based visitor management system that tracks and monitors visitors and produces visitor badges).
• Manage the daily attendance of students for all divisions ensuring proper sign in/sign‑out protocols are followed.
• Design, prepare, and deliver attendance reports based on tracking and identification of trends.
• Manage all incoming/outgoing mail, deliveries, and phone calls, ensuring messages are directed to the appropriate areas or people efficiently.
• Accountable for managing the School Bus Program including enrolment, being the company liaison with bus provider(s) and acting as the Parent liaison for parent communications.
• Book and confirm transportation for all school trips (including Athletics).
• Monitor and track all bus‑related issues and create necessary transportation reports.
• Manage the inventory and ordering/stocking of office/kitchen supplies, coordinating maintenance/consumables (toner, film) for all core office equipment.
• Maintain shared Admin Team Calendar and manage the main email contact inbox.
• Provide support for back‑up coverage for teachers by using and ensuring the automated online platform is regularly monitored and up to date.
• Assist with administrative and coordination duties related to events such as open houses, conferences/meetings involving external stakeholders, etc.
• Provide support to other internal events and activities, including employee recognition.
• Other administrative duties as assigned by the Senior Coordinator, Administrative Services.

• Interpersonal and relationship building skills
• Attention to Detail
• Customer Service Focus
• Ability to Multi‑task in an often dynamic and bustling environment
• Organization and time management skills
• Ability to plan proactively
• Initiative and creative problem solving skills

Your Strengths

• An enthusiastic, articulate, and creative individual who communicates with ease and confidence.
• A critical thinker who demonstrates initiative, integrity and attention to detail.
• A team player who enjoys being part of a vibrant, collaborative community and contributes positively to all areas of the school.
• An initiator who challenges the status quo and seeks better and alternative means of achieving exceptional business results.