Summary

The Executive Secretary to the Elementary and Middle School Assistant Principals is a key member of a dynamic team serving the American School Dhahran. The position is primarily responsible for providing administrative support to the Assistant Principals in the organization and administrative operations of American School Dhahran's Elementary / Middle school.

Position Duties

The successful candidate will be expected to:

• Demonstrate commitment to the safety and security of children and young people (child protection).
• Provide administrative support to the Assistant Principals for the Elementary and Middle Schools, including stakeholder (staff, students, parents, volunteers) communication, documenting meeting minutes and contributing to the master schedule.
• Produce a weekly summary report of students’ attendance and discipline analysis.
• Generate students' access sheets.
• Manage the appointment calendars and schedules of the ASD Elementary / Middle School Assistant Principals.
• Create and maintain the event calendar for students, staff, and the ISG District Office.
• Create and maintain elementary / middle school student and staff IDs and staff photos.
• Coordinate events at ASD Elementary and Middle school, including overseeing event action plans, facility bookings, liaising, and coordinating with all relevant stakeholders (e.g. Principal-Parent Info Night, Parent-Teacher Social, Parent-Teacher Conferences, Graduation, and all other teacher-sponsored events).
• Coordinate substitute teacher coverage:
  • Coordinate coverage daily for planned and unplanned staff absences.
  • Collect and distribute lesson plans to planned cover teachers / substitute teachers.
  • Record and communicate absences to school leadership and Human Resources.
• Coordinate parent volunteers:
  • Collect required documentation.
  • Orient to school.
• Perform other duties as assigned by the Principal and the Assistant Principals.

NOTE: Substitute teacher coverage coordination includes communication outside of regular school hours (e.g. some early morning and/or evening attention).

Qualifications and Knowledge

The ideal candidate will have:

Qualifications

• Minimum of a Bachelor’s degree in a related field of study.

Knowledge

• Excellent working knowledge of Google Workspace (e.g. Gmail, Calendar, Drive, Docs, Sheets, Slides)
• A working knowledge of ISG policies, practices, and procedures.

Experience and Skills

The ideal candidate will have:

Experience

• Previous experience in a customer service / secretarial role (preferred).

Skills

• High degree of collaboration and customer service.
• Responsiveness to informational needs and urgent requests of stakeholders.
• Excellent command of English, both written and oral.
• Outstanding verbal and written communication skills.
• Highly developed organizational skills.
• Demonstrate cultural awareness and sensitivity.
• Exercise good judgment.
• Maturity to handle a range of situations.
• Loyalty and a high level of confidentiality.