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Crofton House School

Administrative Assistant

Vancouver, BC, Canada
Greater Vancouver, BC, Canada

$52,000 to $58,000 CAD / year · Full-time

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Job details

Pay: $52,000 to $58,000 CAD / year
Job type: Full-time
Apply by: Dec 4, 2026
Posting language: English
Posted: Nov 4, 2026

Original job description

Administrative Assistant, Advancement

Full-time, Fixed-term Contract

November 2026 - June 2027

Crofton House School offers a girl-centred learning environment for students from Junior Kindergarten to Grade 12. Here, students are motivated to strive for their best selves, embracing academic challenge and diverse experiences, guided by staff who know them and believe in them.

Crofton House School fosters a strong sense of community among educators, staff, students, and families. Here, everyone can contribute to the strength of our school– including you.

We offer extensive professional development opportunities, competitive compensation and a comprehensive benefits package. Our 10-acre campus provides modern facilities, as well as beautiful outdoor spaces and a daily connection to nature.

Crofton House School seeks an organized, proactive, and collaborative Administrative Assistant for an eight-month fixed-term contract to support the Advancement team until the end of the school year (June 2027). The successful candidate will provide daily administrative and operational support to keep the department running smoothly while building positive relationships with colleagues, alumnae, parents, donors, and volunteers. A central focus includes assisting with the logistics, guest lists, and coordination for key school events, particularly the annual Golf Classic along with various donor and alumnae gatherings. The ideal candidate thrives in a fast-paced environment, brings exceptional attention to detail, and manages daily tasks with flexibility and warmth.

Responsibilities

Assist in the planning and execution of the annual CHS Golf Classic. Key duties include:
Coordinating volunteer meeting logistics and assisting with volunteer management
Organizing, cataloging, and documenting live/silent auction items
Liaising with the event venue and vendors to align logistics
Assisting with the production and distribution of digital and print marketing materials
Providing active on-site operational support
Support the Alumnae Relations team with logistics, registration, and run-of-show operations for signature traditions such as the School Birthday and Alumnae Reunions.
Partner with the Communications Department to coordinate Advancement outreach, ensuring timely website updates, email broadcasts, event invitations, RSVP tracking, and event reminders.
Assist with donor stewardship efforts, including supporting the organization and execution of the annual Donor Appreciation Evening.
Handle routine Advancement Office operations, including space bookings, catering orders, and data entry.

This list captures core responsibilities, but duties are not limited to these tasks - flexibility to adapt to changing organizational needs is key.

Position Qualifications & Requirements

Exceptional organizational skills with a proven ability to prioritize competing tasks, manage multiple projects simultaneously, and meet deadlines.
Outstanding interpersonal skills with the ability to engage internal and external constituents (e.g., parents, alumnae, donors, and staff) with high diplomacy, tact, and situational awareness.
Demonstrated sound judgment and strict adherence to confidentiality regarding sensitive administrative, constituent, and institutional information.
Proficiency in Google Workspace applications (Gmail, Docs, Sheets, Calendar, Drive) is preferred.
Prior understanding of independent school operations, routines, and advancement events is considered a strong asset.
Fluency or proficiency in Mandarin is considered an asset.
Ability to work occasional evenings and weekends to support key school and advancement events, including but not limited to:
February 26 - La Paulée
April 16 - Donor Appreciation Evening
May 28 - CHS Golf Classic
June 12 - Crofton House Community Weekend - Alumnae Reunions

Employment and Application Details:

This role is scheduled to start in November 2026

Annual Compensation: $52,000 - $58,000, depending on experience.

Due to the short-term nature of this position, it is not eligible to participate in the CHS benefits program.

Please note that applicants must be able to legally work in Canada.

Please include the following with your application:

A cover letter and current resume that outlines exact dates of employment, the organization, job title and responsibilities. If you have gaps in your employment history, please advise as to why.
Please clearly identify your educational background and history of professional development related to this position.

Apply online at www.croftonhouse.ca/careers.

We thank all candidates in advance. We will, however, contact only those selected for an interview. No phone calls, please.

About Crofton House School

Established in 1898, Crofton House has a long history of girl-centred education. Today, the School has over 900 students and almost 200 staff members learning, working and playing on our 10-acre campus in Vancouver.

Our approach supports the whole girl in her social, emotional, physical and intellectual development. Here, girls can discover and pursue their own paths, developing the confidence and capacity to thrive and positively influence the world around them.

Apply About employer

More about this job

Responsibilities

Coordinate logistics and provide operational support for the annual Golf Classic, alumnae events, donor gatherings, and other Advancement activities. Manage routine office tasks and coordinate outreach, event communications, registrations, vendors, volunteers, and event-day operations.

Requirements

Requires exceptional organizational and interpersonal skills, sound judgment, strict confidentiality, and the ability to manage competing priorities and deadlines. Google Workspace proficiency is preferred; independent-school or Advancement experience and Mandarin proficiency are assets, and occasional evening and weekend work is required.

Skills

Organization
Prioritization
Project Coordination
Event Planning
Volunteer Management
Auction Coordination
Vendor Liaison
Marketing Materials Coordination
Registration Management
Run-of-Show Coordination
Website and Email Coordination
RSVP Tracking
Data Entry
Interpersonal Communication
Confidentiality
Google Workspace

Visa sponsorship

Not detected in the job text

Keywords

Advancement
Administrative Support
Event Planning
Golf Classic
Volunteer Management
Auction Items
Vendor Coordination
Marketing Materials
Alumnae Relations
Donor Stewardship
Donor Appreciation
Event Logistics
Guest Lists
Registration
Run Of Show
Website Updates
Email Broadcasts
Event Invitations
RSVP Tracking
Event Reminders
Space Bookings
Catering Orders
Data Entry
Google Workspace
Gmail
Google Docs
Google Sheets
Google Calendar
Google Drive
Independent School

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