Executive Assistant

Overview

Provide administrative and finance support to the Assistant Superintendent as required, including but not limited to

• Receiving and screening all calls / emails.
• Calendar organization and appointment arrangement.
• Preparing documents, presentations, reports, meeting notes, lists, etc.
• Manage multiple email accounts.
• Making travel arrangements and transportation bookings.
• Handle confidential documents ensuring that they remain secure.
• Proofreading materials as required.
• Drafting communications for review and editing.
• Conduct research and prepare summaries as required.
• Coordinate and provide support in relation to IT matters.
• Provide support for principals, parents and students in relation to your role
• Preparing meeting and other communication materials as required.
• Maintain meeting schedules and follow up on action points as needed.
• Answer queries (email / telephone calls).
• Take initiative in prioritizing tasks to ensure deadlines are met.
• Assist new staff with onboarding / offboarding requirements, e.g.
• ID, transportation, etc.
• Balance and prepare petty cash reports.
• Provide cover for other Superintendent team members, as required.
• Assist with booking staff travel arrangements, conferences and retreats, as required.
• Be the first point of contact for both the Superintendent's Office and Central Office Teams
• Screen all visitors and telephone calls.
• Handle incoming and outgoing correspondence.
• Greet all visitors and assist with enquiries by directing them to the correct persons.
• Maintain a clean reception, guest area and meeting rooms.
• Regularly review and process all equipment and furniture needs for guest areas.
• Provide a full range of administration and financial records support, as required (including filing, absence reports, presentation reports, invoices, purchase orders, requisitions, reconciliation reports, etc.).
• Maintain and manage room booking diaries and meeting set up requirements, as needed.
• Organize all Superintendent's Office events and assist in the planning of ISG Board events.
• Monitor and maintain office supplies, including negotiating terms with suppliers to ensure the most cost-effective orders and receive goods.
• Maintain and monitor all budgets for the Superintendent's Office, including the provision of monthly reports.
• Handle confidential documents ensuring they remain secure.
• Exercise reasonable judgments.
• Perform other duties, including projects, as assigned by ISG Assistant Superintendent.

Qualifications and Knowledge

• The ideal candidate will have Bachelor's degree in a related field of study (is preferred).

Experience and Skills

• The ideal candidate will have
• Experience
• Proven experience as an executive assistant or similar administrative role.
• Skills
• Proficient in MS Office and Google Suite.
• Proficient in English (both written and verbal).
• In-depth knowledge of office management and basic accounting procedures.
• Familiarity with basic research methods and reporting techniques.
• Excellent organizational and time-management skills.
• Outstanding communication and negotiation abilities.
• Integrity and confidentiality.
• The ideal candidate should have a Bachelor's degree in a related field and proven experience as an executive assistant or in a similar administrative role.
• Proficiency in MS Office and Google Suite, along with excellent organizational and communication skills, is essential.