Administrative Assistant, Office Services

Location: Oakville, Ontario (on-site)

Type: Full-time

Hours of work: 9:30am to 5:30pm during the academic year & 8:00am to 4:00pm during the summer

Salary Range: $50,000.00 - $55,000.00

We are looking for a highly organized, service-oriented Administrative Assistant, Office Services to join our team! This role is ideal for an administrative professional who thrives in a busy work environment and enjoys coordinating the daily operations that keep an organization running smoothly. If you are ready to apply your organizational skills, support a dynamic campus community, and contribute to a collaborative team, this is an excellent opportunity for you.

In this role, you will be immersed in coordinating key office services functions, from supplies and billing to reception support and mail coordination. Your attention to detail and commitment to service excellence will help create an efficient, welcoming, and well‑organized environment for students, staff, parents, and visitors.

• Oversee the Office Services area, coordinating campus‑wide office supplies, equipment orders, deliveries, and distribution
• Maintain appropriate inventory levels, reconcile accounts, and support monthly reporting and expense allocations
• Coordinate shipping and receiving of all campus mail and courier packages, including tracking and recipient notification
• Perform monthly credit card reconciliations in collaboration with vendors and internal stakeholders, resolving discrepancies in a timely manner
• Maintain office equipment and machines, arranging service calls and ensuring adequate supplies, including postage
• Monitor and respond to the Appleby “Information” inbox, ensuring inquiries are forwarded and addressed appropriately
• Provide reception coverage as needed, including switchboard support, attendance management, visitor reception, contractor access, and general inquiries
• Provide administrative back‑up support for attendance, transportation bookings (buses, vans, taxis), and other operational needs
• Photocopy and prepare exams in accordance with confidentiality and integrity protocols
• Maintain and reconcile petty cash funds and support e‑billing processes
• Proactively update and maintain the Office Services Manual
• Provide training and guidance to administrative colleagues as required
• Support Kandalore operations and other administrative needs as needed

• Post‑secondary education in a related discipline
• Previous reception experience in a switchboard or multi‑line environment
• Experience in office services, administration, purchasing, and billing reconciliation
• Strong technical proficiency in Microsoft Office Suite and other digital platforms
• Experience with e‑billing systems;
  Concur and BBK
  12 experience considered an asset
• Exceptional customer service skills and a highly professional, courteous approach when interacting with students, staff, parents, and visitors
• Strong organizational, time management, and prioritization skills
• Ability to communicate with tact and discretion, maintaining confidentiality as appropriate
• Strong multitasking abilities and sound judgment in responding to daily operational demands
• Ability to work under pressure while maintaining accuracy and high‑quality work
• Detail‑oriented, demonstrating exceptional accuracy and a high level of discretion in managing sensitive information

• Competitive salary based on experience
• Comprehensive group benefits including health, dental, vision coverage and health spending account
• Outstanding vacation package
• Eligibility to participate in RRSP with matching program
• Professional development opportunities to grow your leadership and clinical expertise
• Access to campus facilities, including fitness centre, and beautiful grounds

Appleby College was founded in 1911 and is internationally recognized as one of the world’s leading independent schools. With 800 students from over 50 countries enrolled in Grades 7–12, Appleby offers an education that excites and challenges every student. Our curriculum combines rigorous academics with dynamic arts, athletics, community service, and boarding life programming, allowing…