Head's Office Administrator

OUR SCHOOL

Shawnigan Lake School is a leading independent co-educational boarding school for ages 12-18 (grades 8-12) on Canada’s beautiful west coast. Our world-class facilities situated on a stunning 270-acre campus include ten boarding houses, a theatre, film lab, an observatory, salmon hatchery, rowing crew house on the lake, dance studio, state of the art Learning Commons and Library, recording studio, and robotics lab. Our diverse, inter-disciplinary and innovative programming helps shape the next generation of global leaders.

HEAD’S OFFICE ADMINISTRATOR

The Administrator plays a vital role in ensuring the smooth day-to-day operations of the Head’s Office, serving as a trusted source of administrative support with a strong commitment to discretion, professionalism, and loyalty. Reporting to the Director of the Head’s Office, the Administrator undertakes a broad range of critical responsibilities that are essential to the seamless functioning of the office and the effective delivery of services to both the school’s internal and external communities. The role is central to fostering a high-trust environment and upholding the integrity and efficiency of the Head’s Office.

Employment Type:Permanent, 0.8 FTE working generally 32.5 hours per week.

Vacation: Generous time off schedule that typically aligns with school breaks, giving you the opportunity for time off during Spring break, November break, and some of the Summer.

Position Start Date:August 19, 2026, preferred.

Compensation: $42,000 - $45,000 per annum.Starting salary is determined based on the successful candidate’s knowledge, experience, and internal parity.

Lake School offers a nurturing, family-friendly workplace and a competitive compensation package including:

• After 3 months of employment, a full benefits package and RRSP with employer-matched contributions
• Subsidized lunch to enjoy delicious meals provided on-site;
• Campus Gym and Wellness Centre access.

Shawnigan Lake School is committed tosafeguardingand promoting the welfare of children and young people and expects all staff (and volunteers) to share this commitment. Candidates will be required to undergo child protection screening appropriate to the post, including checks with previous employers and a vulnerable sector criminal record check.

To apply, please submit a copy of your resume/CV and cover letter to the attention of Sheryl Nicholas, Director of the Head’s Office, via our Careers Page.

ROLES AND RESPONSIBILITIES

• Manage executive calendars, appointments, and daily administrative functions for the Head’s Office, including preparing routine correspondence.
• Serve as a professional first point of contact for the Head's Office by managing incoming calls, the Executive Office email, and welcoming visitors.
• Oversee the organization of records, procurement of supplies, coordination of maintenance requests, and the reconciliation of expense claims and VISA statements.
• Coordinate comprehensive travel arrangements, transportation, and itineraries for the Head of School and their family, the Deputy Head, and visiting guests.
• Provide collaborative logistical and planning support for key school initiatives alongside the Events Team, including Board Meetings, award ceremonies, and events at the Head’s House.
• Assist the Director of the Head’s Office with Board Governance, when required.
• Provide support to the Front Office during periods of absence and
• Perform other duties as delegated by the Director of the Head’s Office.

REQUIREMENTS

• Ability to use discretion and maintain confidentiality
• Familiar with a variety of office administrative tasks and processes
• Skilled in the use of Google and Microsoft software
• Proven record of professionalism, tactfulness, punctuality, flexibility, and dependability
• Experience of working in a support capacity to a senior executive preferred
• Experience working in a boarding school or campus environment is an asset
• Strong verbal and written communications skills
• Strong organizational skills and ability to respond promptly and efficiently to requests
• Able to act with calmness and clarity in stressful and emotionally charged situations
• Experience managing multiple priorities and meeting inflexible deadlines
• Ability to be professional in all interactions with students, families, visitors and colleagues.

Shawnigan Lake School is an equal opportunity employer committed to establishing an inclusive, equitable, and accessible environment for all. All qualified applicants will receive consideration for employment without regard to race, national origin, age, sex, religion, disability, sexual orientation, gender identity or expression, marital status or any other basis protected by applicable law.

We express our appreciation to all applicants for their interest in this position, however, only candidates selected for an interview will be contacted.

Position closes when filled