Position:  Full-time Office Assistant (Posted Sep. 8/23)

Position Summary:
We are seeking a detail-oriented and proactive Office Assistant to provide essential support to our Administration team at Phil & Jennie Gaglardi Academy. The successful candidate will assist in maintaining efficient administrative operations, ensuring seamless communication, and contributing to the overall success of the school.

Duties and Responsibilities:

  • Greet and assist visitors, parents, and students in a friendly and professional manner.
  • Perform Receptionist duties such as, but not limited to, the following:
    • Answer phone calls; take and deliver messages
    • Direct inquiries to the appropriate department
    • Collate and maintain daily logbook
  • Attend to student needs.
  • Maintain a clean and organized reception area and office space.
  • Assist in scheduling appointments; IEPs, student-led conferences, parent/teacher interviews. Experience Kindergarten, tuition meetings etc.
  • Assist with maintaining the school's filing systems ensuring documents are organized and accessible; both paper and electronic.
  • Provide and or coordinate medical attention for students/staff when needed.
  • Support and assist with the coordination of school events, workshops, and student programs.
  • Assist and maintain MyEd in three main areas:
    • MyEd Student Attendance – record and maintain student daily attendance records
    • MyEd Student demographics – includes contacts and their information
    • MyEd Student alerts – from here update the staff room and medical room’s briefing boards
  • Additional attendance tasks include, but are not limited to, the following:
    • Coordinating daily ridership changes with the bus drivers
    • Friday’s hot lunch absences forwarded to PAC
    • Maintain a list of families who are away on vacation
  • Assist with administrative tasks such as photocopying, scanning and faxing.
  • Help with the coordination of student enrollment and registration processes.
  • Develop and maintain all forms officially used by the organization.
  • Develop/maintain a volunteer database to monitor CRC and DL expiry dates.
  • Assist with coordinating volunteers for various tasks around the facility or for activities.
  • Assist with scheduling and managing class field trip/activity/transportation requests ensuring the process is moving forward and or has been completed.
  • Support the Leadership team and other staff with various administrative tasks as needed.
  • Assist with annual start-up such as, but not limited to:
    • Create Email accounts; new staff & new students
    • Collate classroom parent email lists and student email accounts for accessibility
    • Process new student records; digital & paper systems
    • Collect and collate permission forms
    • cleaning and organizing the office space; assisting where needed
  • Uphold a positive and welcoming atmosphere for all visitors and stakeholders.
  • Handle sensitive information with confidentiality and discretion.
  • Assist with the assembling and distribution process of student Report Cards
  • Assist with annual End-of-the-Year tasks such as but not limited to the following:
    • Preparations for the Academy Awards: ordering and purchasing gifts and awards
    • Archive/remove former student emails
    • Assist staff and leadership team with various tasks
    • Prepare Certificates of Recognition
  • As time permits, additional tasks requiring the skill set and knowledge within the office administration wheelhouse may be added to this position.
  • Assist with After School Club registration and administrative tasks.


  • High school diploma or equivalent; post-secondary education is a plus.
  • Previous experience in an administrative or office support role is preferred.
  • Proficiency in using office software (Microsoft Office, Google Workspace, etc.).
  • Strong written and verbal communication skills.
  • Excellent organizational and time management abilities.
  • Attention to detail and the ability to multitask effectively.
  • Friendly and professional demeanour with excellent interpersonal skills.
  • Ability to work independently as well as in a team environment.
  • Familiarity with BC's education system and administrative processes is an asset.
  • Strong problem-solving skills and a willingness to take initiative.
  • Ability to adapt to a fast-paced and dynamic school environment.
  • An intentional Christian

To be considered for the Office Assistant position, please submit the following: 

  • A current resume with two professional references
  • A copy of your Secondary/Post-Secondary transcripts
  • A statement of faith and personal testimony

The successful candidate must be willing to sign a Statement of Faith and a Community Code of Conduct Agreement.  

Only applicants selected for an interview will be contacted. The posting will close when a suitable candidate is found.

Please send all required application documents by email to accounts@gaglardiacademy.ca or by mail to: 
Caron Mulgrew, Comptroller
Phil & Jennie Gaglardi Academy, 1475 Noel Avenue Comox, 
BC V9M 3H8