Responsibilities 1 – Executive Assistant to the Deputy Director (50%)
The Executive Assistant is responsible for supporting the Deputy Director in scheduling, travel coordination, administrative duties, and organizing professional development activities and events for Learning Leaders.
? Ensuring smooth operation of Deputy Director’s Office.
? Maintaining Deputy Director’s calendar, scheduling meetings, greeting visitors, screening phone calls and dealing with enquiries
? Making appointments and planning the Deputy Director’s daily schedule.
? Organizing and attending meetings; including drafting and distribution of meeting agendas, booking venues, technology set up, assistance with visuals and/or power point presentations, providing refreshments, taking of minutes and transcribing minutes in a timely manner.
? Assisting with travel arrangements, including booking of flights and hotels, scheduling meetings, providing or coordinating needed materials and documents
? Assisting with the drafting of the monthly Deputy Director report to the Board of Trustees.
? Preparing the Learning Leaders meeting agendas and attending the Learning Leaders meetings and minutes.
? Coordinate professional development planning including travel arrangements, booking of flights and hotels, for the Learning Leaders.
? Co-ordinate the social functions that are hosted by the Deputy Director.
? Co-ordinate with the driver of the Deputy Director ‘s car when required.
? Perform any other duties as assigned by the Deputy Director.
Responsibilities 2 - Upper Elementary School Duties: (50%)
The Assistant is responsible for providing secretarial support to the Upper Elementary School Assistant Principal and document translation for the Upper Elementary School office. They manage the office, including the calendar and document filing for the Upper Elementary School Assistant Principal. The Assistant collaborates closely with Secondary Office Assistants.
? Incoming & outgoing calls, emails, mail.
? Upper Elementary school student withdrawals, Student schedules, student records & files, report card filing, attendance & ID card.
? Work with the assistant principal to oversee the teacher and teaching assistant substitute lists and arrange substitute coverage as needed throughout the Upper Elementary School.
? Work with the Upper Elementary School Assistant Principal to create and maintain schedules, including duty & supervision schedules and support materials.
? Secretarial support to Upper Elementary School Assistant Principal and counselor when necessary.
? Book Upper Elementary School campus facilities when required.
? Admission Tours if Admissions is busy.
? Attend to all enquiries and requests and provide information about the Upper Elementary School.
? Be proactive in creating solutions and providing assistance to faculty and staff throughout the school, as needed.
? Upper Elementary School office communication.
? Provide document translation from Chinese to English and English to Chinese for the Upper Elementary School Assistant Principal and
Upper Elementary School office as requested.
? Act as an interpreter for caregiver visits and selected events
? Support to the Upper Elementary After School Activities Program and work in collaboration with the After School Activities Coordinator.
? Other tasks and duties as assigned by the Upper Elementary School Assistant Principal.
---CORE QUALIFICATIONS---
? Minimum of bachelor's degree in business administration, translation and interpretation or relevant field, master’s degree is a plus, but not required.
? Has at least 2 years of experience as an English secretary.
? Fluent verbal and written English.
? Excellent computer skills (MS Word, Excel and Power point, Adobe InDesign, and Mac).
? Proven track record of working under tight timeline in previous work experience.