Summary

We are looking for an executive assistant to the principal/administrator to provide comprehensive organized administrative support to the principal’s/administrator’s office, by ensuring the efficient and effective operation of the principal's/administrator’s office. The ideal candidate will possess exceptional organizational, communication and interpersonal skills, with a proven ability to manage multiple priorities, take accountability for actions and supervise the administrative support team, in a fast-paced environment. The executive assistant specializes in creating a friendly environment

Position Duties

The successful candidate will be expected to:

• Demonstrate a commitment to the safety and security of children and young people (child protection).
• Acquire and maintain a working knowledge of ISG District organization policies, practices and procedures.
• Provide administrative, finance related records and personal assistant support to the principal/administrator.
• Screen visitors, phone calls and distribute correspondence for the principal/administrator.
• Manage principal’s/administrator’s and or department’s calendar and diary, and schedule meetings.
• Be the primary point of contact among administrators, employees, parents and other external partners.
• Manage information flow in a timely and accurate manner.
• Make travel and accommodation arrangements for the principal/administrator.
• Take minutes during meetings.
• Format information and respond to internal and external communication – memos, emails, presentations, reports etc.
• Research and organize data to represent the administrator for presentation to directors, executives and others.
• Redirect communication and enquiries to the appropriate persons for action.
• Manage the school’s or department’s bookkeeping and other site-based finance related duties, prepare requisitions, manage petty cash etc.
• Handle sensitive and confidential information with discretion.
• Communicate with and prepare documentation for the ISG Human Resources department (both recruitment and employee relations).
• Communicate with and prepare documentation for other departments as needed.
• Work with other schools or departments to develop shared resources and to establish best practice operating procedures.
• Assist with events planning.
• Organize and maintain the office filing system.
• Supervise/oversee the performance of other administrative support staff.
• Contribute to decision-making as required.
• Ensure that support staff working areas are kept presentable at all times.
• Book facilities and equipment for meetings and events and ensure the needed is available.
• Communicate and collaborate in a professional manner.
• Manage all staff professional development initiated by the principal/administrator - if applicable.
• Support the Master Schedule Building Team - if applicable.
• Perform other duties assigned by your principal/administrator.

Qualifications and Knowledge

The ideal candidate will have:

• Minimum of bachelor’s degree in a related field of study.
• Excellent MS Office and Google Suite knowledge.

Experience and Skills

The ideal candidate will have:

Experience

• Previous work experience as an executive assistant, personal assistant or similar role.
• Previous work experience in supervising other employees.

Skills

• Expert in English (both written and verbal).
• Ability to make decisions as needed.
• Accountability for your decisions.
• Outstanding organizational and time management skills.
• Ability to exercise discretion and maintain confidentiality.
• Ability to supervise other employees.