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RJ
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Appleby College

Administrative Assistant, Office Services

Oakville, ON, Canada

$50,000 to $55,000 CAD / year

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Job details

Pay: $50,000 to $55,000 CAD / year
Posting language: English
Posted: Oct 9, 2026

Original job description

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

COME JOIN OUR TEAM

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.

HOW YOU WILL THRIVE:

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

HOW YOU WILL SUCCEED:

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 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

WHAT YOU BRING:

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 BBK12 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

HOW YOU WILL BENEFIT:

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

WHO ARE WE:

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 students to discover and embrace their passions both inside and outside the classroom.

Hallmarks of the Appleby experience include our emphasis on global learning and cultural understanding with participation in a global learning experience.

Appleby’s Mission is to educate and enable its students to become leaders of character, major contributors to, and valued representatives of their local, national and international communities.

READY TO START YOUR JOURNEY:

If you are ready to grow your career and make an impact, we want to hear from you.

Please share your resume and a cover letter outlining your experiences and contributions by October 19, 2026. While all applicants are thanked for their interest, only those chosen for an interview will be contacted.

As a condition of employment, a Criminal Record Check with Vulnerable Sector Screening is required.

We work to embed diversity, equity, inclusion, and belonging principles and practices as an integral and foundational part of Appleby’s culture and are committed to building a team that represents a variety of backgrounds, perspectives, and skills making us better together.

DO YOU NEED ACCOMMODATION:

Appleby College is committed to fostering an inclusive, equitable and accessible environment where everyone feels valued, respected, and supported. Accommodations are available for applicants with disabilities throughout the recruitment process. If contacted for an employment opportunity, please advise Human Resources if you require an accommodation.

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More about this job

Responsibilities

The Administrative Assistant will oversee office services, including supply management, mail coordination, and reception support. They will also handle billing reconciliations, equipment maintenance, and provide general administrative support to the campus community.

Requirements

Candidates must possess post-secondary education and previous experience in reception or office administration. Strong proficiency in Microsoft Office and excellent customer service skills are required to manage daily operational demands effectively.

Skills

Administrative support
Office services
Reception
Switchboard operation
Inventory management
Billing reconciliation
Microsoft Office Suite
Customer service
Time management
Multitasking
Data entry
Communication
Attention to detail
Confidentiality
Purchasing
Logistics

Benefits

Health insurance
Dental coverage
Vision coverage
Health spending account
Vacation package
RRSP with matching program
Professional development opportunities
Access to fitness centre

Visa sponsorship

Not detected in the job text

Keywords

Administrative Assistant
Office Services
Reception
Inventory
Billing
Reconciliation
Microsoft Office
Concur
BBK12
Switchboard
Courier
Petty cash
E-billing
Procurement
Campus operations
Data management
Customer service
Scheduling
Logistics
Confidentiality

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