Job Overview

Creative Pathways Academy is an independent K to Grade 9 Arts-Infused inclusive school in the Cadboro Bay area of Victoria, BC, Canada.

At Creative

Pathways, we believe that the best learning happens when children feel excited about what they’re doing. By weaving the Fine Arts into everyday learning, we bring subjects to life. Whether students are exploring a math concept through movement, building understanding of science through creative projects, or developing literacy through storytelling and drama, they are actively involved, inspired, and proud of what they learn.

Creative Pathways is currently seeking a part-time (0.4 - 0.6 FTE) administrative assistant. Hours of work will be Monday through Friday. The assistant promotes the Creative Pathways philosophy through positive interactions with staff, students, parents, prospective families, and community members.

The successful candidate will bring a warm, professional, and welcoming approach, serving as an important first point of contact for Creative Pathways Academy. They will have experience with reception and general administrative duties, strong communication and organizational skills, excellent attention to detail, and the ability to manage priorities and meet deadlines efficiently.

The role requires discretion, confidentiality, patience, flexibility, and a willingness to support the day-to-day operations of the school. Previous administrative experience in an independent or public school setting is preferred.

Skills and Abilities

- Demonstrates patience, understanding, and acceptance when working with students.
- Treats students with kindness and shows genuine care for their well-being.
- Possesses strong organizational skills and takes a proactive approach to planning, prioritizing, and completing work.




- Communicates thoughts and ideas clearly while sharing timely and relevant information in an open, honest, and respectful manner.
- Communicates effectively using verbal, written, and visual formats.
- Maintains the confidentiality of all information relating to students, families, and staff.
- Demonstrates excellent communication and interpersonal skills.
- Works collaboratively and contributes positively within a team-oriented environment.
- Possesses strong computer skills, including proficiency with Microsoft Office Suite, including Word, Excel, and Outlook, Google Workspace, and data-entry software.
- Familiarity with QuickBooks or similar bookkeeping software is highly desirable.
- Demonstrates careful attention to detail when proofreading, entering information, and preparing accurate documents.
- Completes typing and data-entry tasks efficiently, accurately, and in a timely manner.

Responsibilities

- Manage the front desk by welcoming visitors, determining their needs, and directing them appropriately.
- Respond professionally to telephone, email, and in-person inquiries from students, families, staff, and community members. Provide information, take messages, and refer inquiries as appropriate.
- Complete accurate data entry using Microsoft Office and Google Workspace applications.
- Maintain organized, secure, and accessible electronic and physical filing systems.
- Prepare, proofread, organize, and file documents, correspondence, and records.
- Coordinate appointments, schedule meetings, and manage calendars for the Principal and staff.




- Prepare agendas, minutes, supporting documents, and other materials for meetings.
- Manage incoming and outgoing mail.
- Assist with school-based bookkeeping using QuickBooks, including invoicing, expense tracking, purchase orders, requisitions, invoice payments, and basic financial record keeping.
- Assist with specialized platforms, including MyEducation BC modules and TUIO, for student records, attendance tracking, and data reporting.
- Record and monitor student attendance.
- Assist students who become ill at school and notify their parents or guardians.
- Assist with administering or observing students taking medication.
- Support school emergency procedures, including fire and earthquake drills.
- Assist with booking teachers on call.
- Support the planning and organization of field trips.
- Schedule and coordinate school photo days.
- Coordinate weekly content for the online school newsletter.
- Assist with distributing newsletters and other communications from the Principal.
- Assist with website updates.
- Support the organization and communication of the school’s Hot Lunch program.
- Complete additional administrative duties as assigned.

Qualifications

- Secondary school (Grade 12) graduation or equivalent
- One-year post-secondary Office Administration Certificate (including coursework in accounting, records management, and computer skills) preferred.
- Current Vulnerable Sector Police Record Check (or able to complete in timely manner)

Join us as an Administrative Assistant where your enthusiasm for organization and support will make a meaningful impact every day. Bring your solid communication skills, technical proficiency, and passion for helping others to our vibrant team! Pay: $23.00-$30.00 per hour

Work Location: In person

📌 Administrative Assistant (Victoria)
🏢 Creative Pathways Academy
📍 Victoria