About this role
Job Description Job DescriptionAqua-Tots Swim School Ottawa (Kanata & Orléans) Reports To: Owner and/or Regional General Manager Position Summary The Administrative Assistant is a key member of the Aqua-Tots Ottawa support team, providing administrative and operational assistance across our Kanata and Orléans swim schools. This hybrid position combines office-based work with occasional travel between locations and off-site errands. Working in a fast-paced, growing environment, the Administrative Assistant helps keep our business organized, efficient, and responsive. Success in this role requires exceptional organizational skills, attention to detail, adaptability, and the ability to confidently manage changing priorities throughout the day. The ideal candidate is proactive, dependable, bilingual (English/French), and enjoys supporting a team whose mission is to improve water safety and prevent drowning through exceptional swim instruction. Key Responsibilities:
• Administrative Support • • Provide day-to-day administrative support to the team. • Prepare correspondence, reports, spreadsheets, and other business documents. • Manage calendars, meetings, and administrative schedules. • Maintain organized electronic and paper filing systems. • Take meeting notes and distribute follow-up action items as required. • Order and maintain office and operational supplies. • Assist with scanning, printing, and document management.
• Data Entry & Record Management • • Perform accurate and timely data entry across various business systems. • Maintain client, operational, and financial records. • Audit records for accuracy and completeness. • Generate reports and compile data for leadership decision-making. • Maintain confidentiality while handling sensitive information.
• Operations Support • • Coordinate facility maintenance requests and vendor appointments. • Support operational projects across both locations. • Track ongoing tasks and ensure deadlines are met. • Assist with inventory tracking and ordering of uniforms, retail merchandise, and operational supplies. • Help maintain operational manuals, forms, and documentation.
• Errands & Administrative Coordination • • Run business-related errands as required, supply pickups, deliveries, and vendor visits. • Respond to occasional last-minute requests with flexibility and professionalism. • Assist with preparing materials and coordinating logistics for meetings, events, and community initiatives. • Support leadership wherever administrative assistance is needed.
• Client Experience Support • • Support Client Care Specialists during busy periods with administrative tasks. • Assist with special events, marketing initiatives, and community outreach. • Respond professionally to general inquiries when needed. • Help ensure an exceptional experience for every Aqua-Tots family.
Qualifications
• Required • • Minimum 2 years of administrative experience. • Excellent organizational and time-management skills. • Exceptional attention to detail. • Strong written and verbal communication skills. • Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint). • Comfortable learning new software and business systems. • Valid driver's licence and reliable transportation for tr