Administrative Assistant - Duncan, Canada - Queen Margaret's School

Queen Margaret's School

Verified Company

Duncan, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Staff interested in joining the Queen Margaret's School community must embrace the ethos of independent school education, develop positive relationships with all community members, and contribute to a collaborative learning community.

Staff and Faculty are expected to support the school's extensive co-curricular program.

All applicants for this position will be expected to agree to have a Criminal Record Check initiated by Queen Margaret's School.

Responsibilities

In many instances, act as the first point of contact of the Equestrian Office
Greet visitors, direct and facilitate student, parent, and staff inquiries, responding to a wide variety of calls and concerns to determine the appropriate course of action, referral or response
Provide a consistently high standard of customer service
Maintain a high level of communication with students, community riders, and equestrian staff
Develop and maintain good working relationships with service suppliers and providers in the horse industry to support our horses' health and our standards of excellence
Provide direct administrative support to the Equestrian Program's leadership team (Equestrian Operations Manager, Equestrian Program Director, Rider Development Program Manager, Competition Coach, and Equestrian Education Coordinator) including, but not limited to:
Coordinate calendars, schedule meetings, and organize special events are required
Prepare, prioritize and distribute correspondence as required
Take minutes of meetings for distribution
Track and maintain all horse records, including but not limited to health records, equine passports, and insurance
Coordinate farrier, veterinary, and other horse care appointments as assigned by Equestrian Operations Manager
Maintain student files and databases, including Equestrian Canada and Horse Council of BC memberships
Collaborate with the School's Finance Department to fulfill accurate and efficient billing and accounting procedures for equestrian families
Collaborate with the School's Communications Department to assist with communications material to the broader community (handbooks, magazine articles), including show results
Collaborate with the School's Admissions office to support the Equestrian Application process, including, but not limited to:
Under the direction of the Equestrian Program leadership, prepare and distribute equestrian acceptance packages
Under the direction of the Equestrian Program leadership, prepare and distributes equestrian waivers, lease contracts, and board contracts

Qualifications

The following are requirements for this position:_
Diploma in Business Administration, or equivalent combination of education and experience
Minimum 2 years experience in a fastpaced office environment
Minimum 3 years experience around horses and working knowledge of equine stables
Knowledge of safety practices and industry standards with regard to all equestrian activities
Advanced proficiency in computers, including Microsoft Office 365 and Adobe Acrobat software
Knowledge of best practices for billing and recordkeeping
Excellent communication skills, both verbal and written communication (including grammar and punctuation)
Strong organizational skills, including the ability to plan, organize, prioritize and coordinate multiple projects concurrently
Demonstrated history of strong customerservice mindset, with the ability to represent the QMS Equestrian Program in a professional, enthusiastic and positive manner
Demonstrated understanding of working in an environment with a variety of constituents (students, parents, agents, vendors, faculty, board of governors, alumni) from many cultural backgrounds
Demonstrated understanding of confidentiality of information
Outstanding IT skills would be advantageous

Working Conditions

Periodic weekend and evening availability required for community events
Ability and willingness to work weekends and evenings during scheduled horse shows and equestriancentered activities
Scheduling and completion of project work outside of regular office hours may be required
Other duties as assigned
Flexibility around working patterns and hours is available by the agreement at the interview stage, although ideally, we are looking for a commitment of hours per week.