Office of Learning (OOL) Executive Assistant

Singapore American School; Alberta; On-site; CAD 45,000 - 65,000; Full time

Job summary

An international educational institution in Alberta, Canada, is seeking an Executive Assistant to support the Office of Learning (OOL). This position involves assisting with curriculum management, coordinating schedules, and budget management while maintaining confidentiality and compliance with policies. Strong organizational skills and a diploma in a relevant field are required, along with good communication abilities. Fluency in Mandarin is preferred.

Qualifications

• Diploma in any relevant field / Secretarial Certificate or equivalent is required.
• Good English communication skills, both written and oral.
• Excellent organizational and office management skills.

Responsibilities

• Assist the Director of Teaching and Learning with curriculum documents.
• Coordinate schedules of OOL personnel appointments and meetings.
• Manage the Foundation's RTI budgets and prepare payment vouchers.

Skills

Good English communication skills

Excellent organizational and office management skills

Competence in Google apps

Fluency in spoken Mandarin

Education

Diploma in any relevant field / Secretarial Certificate

Job description

The Office of Learning (OOL) Executive Assistant is responsible for providing secretarial support to the Director of Teaching and Learning, Director of Student Support and the Curriculum and Instruction Coordinators / Specialists. This position will also work in close collaboration with other OOL Executive Assistants to ensure that the OOL team is well supported.

Responsibilities

• Assist the Director of Teaching and Learning, and faculty members with the creation of curriculum documents and ordering of classroom resources
• Work closely with fellow OOL assistants to coordinate schedules of OOL personnel appointments, meetings and facilities.
• Maintain OOL Master Budget Spreadsheet and provide monthly expenditure reports to the division coordinators
• Manage the Foundation's RTI (Support Services) and Service Learning budgets
• Prepare payment vouchers to ensure that all invoices are paid in a timely manner
• Process overseas and local purchase orders and work with the Finance department to track and pay all POs.
• Manage and update the online subscriptions list in collaboration with the Divisional Technology Coordinators, Leaders and Faculty members.
• Collate and review monthly credit card and mobile phone statements with the OOL leaders to ensure that the costs are recorded accurately before forwarding for payment.
• Manage recurrent orders of office stationery, drinking water, and refreshments as required during OOL events.
• Create, organize and maintain accurate records and provide timely updates to other divisional faculty/secretaries.
• Assist fellow OOL assistants with StrengthsFinder and other similar requests.
• Maintain strict confidentiality of all school and respective office records
• Ensure compliance with all SAS policies and procedures as related to the job responsibilities of this position
• Relate courteously and effectively with school personnel, students, parents and community members as necessary

The above job description is only indicative of the broad set of duties and responsibilities. Distribution of tasks is assigned by the supervisor. Other tasks may be assigned on the job, as deemed necessary by the supervisor.

Requirements and Qualifications

• Diploma in any relevant field / Secretarial Certificate or equivalent is required
• Good English communication skills, both written and oral
• Excellent organizational and office management skills
• Competence in Google apps for word processing, spreadsheet, graphics, and scheduling
• Ability and interest to learn and apply new tools and applicationsExcellent interpersonal skills and ability to work independently and handle multiple responsibilities and priorities concurrently
• Positive work attitudes and demonstrate initiative
• Able to work cooperatively and provide assistance to team members when necessary and as workload permits
• Fluency in spoken Mandarin is preferred to support communication with Mandarin‑speaking vendors and consultants (e.g. for learning materials in Mandarin)