Upper School Administrative Assistant (maternity leave)

American School of Madrid; Pozuelo de Alarcón; Presencial; EUR 30.000 - 50.000; Jornada completa

Descripción de la vacante

An international school in Pozuelo de Alarcón, Spain, seeks an Upper School Administrative Assistant to support the Upper School Director. The role includes managing schedules, preparing materials, ensuring substitute coverage, and coordinating events. Candidates should be fluent in English and Spanish with strong administrative skills and the ability to work collaboratively. This position offers a dynamic and supportive environment, ideal for an efficient multi-tasker who values education.

Formación

• Experience and/or qualifications related to administrative work.
• A fluent speaker of English & Spanish.
• A high degree of technology skills.
• Highly collaborative and an efficient multi-tasker.
• Patience while dealing with colleagues, students, and parents.
• Effective problem-solver.

Responsabilidades

• Manage the Upper School Office and support the Upper School Director.
• Prepare school materials for staff and students.
• Secure substitute coverage for teachers when absent.
• Coordinate Upper School Parent/Teacher Conferences.
• Assist faculty, staff, and students as needed.

Conocimientos

Fluent in English & Spanish

Technology skills

Collaboration

Multi-tasking

Patience

Effective problem-solving

Educación

Experience in administrative work

Descripción del empleo

POSITION: Upper School Administrative Assistant

DESCRIPTION: Assistant to the Upper School Director and liaison with Upper School Faculty & Staff (maternity leave)

STARTING DATE: May 2026

PRIMARY RESPONSIBILITIES

Responsible for managing the Upper School Office:

• Supporting the Upper School Director in their daily role
• Preparing school materials for staff and students
• Securing substitute coverage for teachers when absent from class due to illness, professional development, or other school business
• Providing support for teachers with procedural matters
• Purchasing educational materials, school supplies, etc., as needed throughout the school year
• Reporting upper school staff attendance via BambooHR

CALENDARS

• Responsible for managing the Upper School Director’s calendar
• Responsible for posting Upper School events on the US Calendar
• Responsible for managing the ASM Master Calendar, posting school-wide events involving the use of shared facilities, and resolving conflicts
• Responsible for processing facility use requests

BUDGET

• Prepare and review budgeting instructions with all upper school department heads and teachers
• Train staff in the use of the SAGE purchase component for budget preparation
• Work closely with the Upper School Director in preparing budget allocations and purchase requests for Administrative needs
• Work with local and European providers
• Review and correct all upper school purchase requests submitted and prepare budget comparisons by departments for the US Director to review prior to approval
• Process purchase requests once the school budget is approved
• Process and distribute ISS and local shipment materials

OTHER

• Coordination of Upper School Parent/Teacher Conference Day appointments held in October and February
• Coordination of Upper School Open House in September
• Updating of annual Upper School publications, including Student and Faculty Handbooks
• Organization of annual ASM Substitute In-service to update and train ASM substitutes in school procedures and culture
• Assist the NHS Sponsor in the preparation and distribution of NHS eligibility
• Processing of Trimester Awards and organization of end-of-year Prize Day Awards Ceremony
• Newsflash (Lancer) updates for the Upper School
• Act as a source of information for the upper school community on school policy and procedures
• Assist faculty, staff, and students as needed

PREFERRED QUALIFICATIONS AND SKILLS

• Experience and/or qualifications related to administrative work
• A fluent speaker of English & Spanish
• A high degree of technology skills
• Highly collaborative
• Efficient multi-tasker
• Patience when dealing with colleagues, students, and parents
• Effective problem-solver

ADDITIONAL INFORMATION

Working hours: 8:00 a.m. - 5:00 p.m. (Plus checking in the evening and early morning for possible communications from staff regarding last-minute absences that will need cover)