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About the Role

We are looking for an enthusiastic, curious, and adaptable Administrative Assistant to provide high-quality, proactive administrative support to the Vice-Principal, People & Culture. This role is critical in ensuring that administrative, logistical, and coordination work is performed at the appropriate level, allowing senior leadership to focus on strategic, relational, and decision-making responsibilities.

Responsibilities

Provide direct administrative support to the Vice-Principal, People & Culture including complex calendar management, meeting coordination, correspondence and communications
Prepare agendas, presentations, reports, and briefing materials
Track priorities, deadlines, and follow-ups to ensure timely execution
Anticipate needs and proactively manage administrative workflows
Provide day-to-day administrative support to the People & Culture department
Maintain accurate and confidential employee records and documentation
Support payroll and benefits administration coordination, including documentation and tracking
Assist in establishing and maintaining standard operating procedures and documentation
Perform data entry and maintenance within HRIS and onboarding systems (e.g., ADP)
Run reports and support analytics to inform decision-making
Maintain organized digital filing systems and ensure data integrity
Support ongoing system optimization and process improvements
Coordinate logistics for People & Culture programs and initiatives, including new hire onboarding and orientation, professional development and leadership development programming, employee engagement and appreciation programs, and survey administration and feedback processes
Support initiatives that contribute to culture, wellbeing, belonging, and community building across the College
Support recruitment processes through scheduling, communication, and documentation
Assist with onboarding logistics and documentation for new employees
Support whole-school administrative initiatives, including professional learning and College-wide events
Collaborate with administrative staff across departments to ensure coordination and consistency
Provide flexible support during peak periods and across functional areas as required
Serve as a digital champion and resource for non-teaching staff, helping colleagues adopt and confidently utilize modern workplace tools (including Google Workspace and emerging AI applications)
Act as an informal internal coach/facilitator, sharing best practices and running short, collaborative peer-learning sessions on digital workflows, collaborative tools, and collaborative systems
Partner with departments to design, document, and share smarter ways of working using cloud-based suites and smart automation tools
Demystify new technology and AI applications for colleagues, translating technical features into practical, day-to-day administrative practices
Contribute to continuous improvement and operational excellence initiatives
Be a mentor for an IB continuum project (Personal Project, PYP Exhibition or Extended Essay)

Requirements

Post-secondary education in human resources, business administration, or related field
5+ years of administrative experience in a complex, fast-paced environment
Strong understanding of administrative processes and confidentiality requirements
Advanced proficiency with Google Workspace (Docs, Sheets, Drive, Gmail)
Demonstrated ability to leverage AI tools to enhance efficiency, streamline workload, and support administrative processes; interest or experience in overseeing AI agents and a strong commitment to the ethical use of AI
Demonstrated experience supporting senior leaders or executives
Demonstrated experience managing multiple competing priorities with accuracy and attention to detail
Natural aptitude for peer coaching, facilitation, or training, with the patience and communication skills required to support colleagues of varying technical comfort levels
Proven experience coordinating meetings, events, and administrative processes
Experience handling sensitive and confidential information with discretion
Experience in Human Resources or People & Culture environments an asset
Experience with HRIS systems (e.g., ADP) an asset
Experience supporting employee experience or engagement initiatives an asset
Experience in an educational or non-profit setting an asset
Strong organizational skills and attention to detail
Excellent interpersonal and communication skills with a strong service orientation
A current Vulnerable Sector Screening Police Record Check is required as a condition of employment

Skills

Google Workspace
AI tools
HRIS systems
Peer coaching
Facilitation
Training
Digital workflows
Collaborative tools
Cloud-based suites
Smart automation tools

Location

Toronto

Work Type

Full-time
Permanent

Experience Level

5+ years

Education Level

Post-secondary education in human resources, business administration, or related field

Salary/Compensations

$55,622-$73,004

Benefits

Comprehensive Health & Life-Stage Support: Robust medical, dental, and vision coverage, health care and lifestyle spending accounts, and dedicated support for various life stages—including a progressive menopause policy, hormonal health supports, and 24/7 access to our Employee & Family Assistance Program (EFAP)
Generous Time Off & Balance: Enjoy additional paid time off during school-calendar breaks (including winter holiday, midterm breaks, and March Break), generous vacation allotment, paid volunteer time, and the unique opportunity for self-funded sabbaticals
Financial Security: A competitive salary ranges, a generous UCC-matched RRP program for staff, and parental leave top-ups
Unparalleled Professional Growth: Robust funding for external workshops, conferences, and networking, alongside access to UCC’s custom leadership development program and visiting global experts
A Vibrant, Pluralistic Community: Access to employee-resource groups, cultural celebrations, multi-faith spaces, and collaborative book clubs focused on equity and anti-oppression
Beautiful Campus Amenities: Work on a stunning midtown Toronto campus with free parking, and enjoy employee access to exceptional libraries, green spaces, and state-of-the-art athletic facilities (including fitness rooms, an indoor pool, and tennis/pickleball courts)

About the Company

Upper Canada College (UCC) is focused on making the world a more just and inclusive place through dialogue and teamwork.
With a commitment to equity and fairness, students learn that what makes us different as individuals makes us stronger as a community.
A rigorous academic program is supported by accomplished faculty, exceptional co-curricular programming, and state-of-the-art facilities.
The UCC experience is underpinned by five core values: learning, pluralism, service, community, and well-being.
Among its strategic goals is UCC’s ambition to become more diverse and inclusive.
This is supported by a recognition that no learning community is whole without the inclusion and amplification of multiple voices; UCC is committed to fostering belonging, striving for justice and peace among all people, and addressing systemic and structural forms of oppression.

Equal Opportunity

UCC is an Equal Opportunity Employer and values diversity, encouraging applications from all qualified individuals including women, Indigenous Peoples, persons with disabilities, 2SLGBTQIA+ and historically marginalized persons.
UCC embraces pluralism – celebrating differences, cherishing similarities, and giving voice to multiple perspectives.