Why work for Maryvale Academy?
Thank you for your interest in serving at Maryvale Academy. We are always happy to hear from dedicated educators and staff who feel called to support our mission.
The Maryvale faculty and staff enjoy an engaging Catholic environment that includes love of learning, times for prayer, and daily access to Christ in the Blessed Sacrament.
If you are a faithful Catholic with a deep relationship with Christ, a love for the good, the beautiful and the true, and a desire to contribute to the spiritual and academic formation of Maryvale students, please send your cover letter and CV to principal@maryvaleacademy.ca.
Current Job Openings
Administrative Assistant / Advancement Coordinator
Location: Maryvale Academy of Ottawa, Ottawa ON
Reports To: Principal
Employment Type: Full-time
Please send cover letter and CV to principal@maryvaleacademy.ca by May 22, 2026.
Position Summary
The Administrative Assistant / Advancement Coordinator plays a key role in supporting the operational effectiveness, financial sustainability, and growth of the school. This non–front-office position combines administrative and office management responsibilities with support for donor development, marketing, and student enrolment. Working closely with school leadership, the role supports the school’s mission as a registered charity through organized systems, thoughtful communication, and strong stewardship of relationships and data.
Key Responsibilities
Office & Operations Management
- Manage day-to-day administrative operations and internal office workflows
- Maintain and improve administrative systems, procedures, and documentation
Administrative Support
- Provide administrative support to school leadership and faculty
- Prepare correspondence, reports, schedules, and internal documentation
Support onboarding and offboarding processes for staff
Records & Data Management
- Maintain accurate and confidential student, family, staff, and donor records
- Manage digital and physical filing systems in compliance with privacy, charitable, and records-retention requirements
- Maintain and update databases, including student information systems and donor management systems
- Support institutional reporting, audits, and data requests
Donor Development & Donor Care
- Support donor development activities in alignment with the school’s mission and charitable status
- Maintain donor records, gift tracking, and acknowledgment histories
- Prepare donor correspondence, including thank-you letters, tax receipts, and stewardship communications
- Assist with annual giving, fundraising campaigns, appeals, and donor events
- Coordinate donor recognition and engagement activities
- Support leadership and Board members with donor-related documentation and reporting
- Ensure compliance with applicable charitable receipting and regulatory requirements
- Handle all donor information with discretion and confidentiality
Marketing & Communications
- Support the development and execution of school marketing and communications initiatives
- Assist with creation, coordination, and distribution of marketing materials (print and digital)
- Maintain and update website content, newsletters, email campaigns, and social media platforms, as appropriate
- Support consistent brand messaging aligned with the school’s mission and values
- Assist in gathering content such as news, photography, testimonials, and stories that highlight school life and impact
Enrolment Management Support
- Provide administrative support for student recruitment and enrolment processes
- Support admissions events (e.g., open houses, information sessions) through logistics, communications, and materials
- Assist with annual re-enrolment processes and data tracking
- Prepare enrolment-related reports for leadership and governance purposes
Finance & Business Support (as applicable)
- Assist with tuition billing, payment tracking, and account reconciliation
- Support expense tracking, purchasing, and budget documentation
- Coordinate administrative aspects of fundraising and enrolment revenue reporting
- Liaise with external accountants, auditors, or payroll providers as required
Compliance, Confidentiality & Governance
- Support compliance with school policies, charitable regulations, and applicable legislation
- Assist with preparation of documentation for Board or committee meetings
- Maintain strict confidentiality regarding student, staff, financial, donor, and enrolment information
Qualifications and Experience
Required:
- Postsecondary education in administration, business, communications, nonprofit management, or related field, or equivalent experience
- 2–5 years of experience in administrative support or office management
- Strong organizational and time-management skills
- Excellent written communication skills with strong attention to detail
- Proficiency with Microsoft Office and/or Google Workspace
- High level of discretion and professionalism
Preferred:
- Experience in a school, nonprofit, or registered charity
- Familiarity with donor databases, CRM systems, or school management software
- Experience supporting marketing, communications, enrolment, or fundraising initiatives
- Basic bookkeeping or financial administration experience
Personal Attributes
- Highly organized, proactive, and dependable
- Comfortable working independently and managing multiple priorities
- Detail-oriented with strong follow-through
- Collaborative, ethical, and service-minded
- Commitment to supporting the mission, values, and community of the school
Work Environment and Schedule
- Office-based, non-reception role within a school setting
- Regular collaboration with leadership, staff, and Board members
- Standard school-day hours with occasional additional hours during enrolment or fundraising cycles
How to Apply
To apply, please send your cover letter (indicating the position you are applying for) and resume to principal@maryvaleacademy.ca.
Forming Hearts and Minds
At Maryvale Academy, education shapes hearts as well as minds. Rooted in academic excellence, virtue‑based formation, and a joyful Catholic community, we prepare students to go forth as faithful leaders, ready to follow the path God sets before them.
We invite you to discover what makes Maryvale unique—a place where children grow in wisdom, virtue, and love of God.
