Executive Assistant to the Director of Finance & Operations

THE AMERICAN SCHOOL IN LONDON; City Of London; On-site; GBP 30,000 - 45,000; Full time

Job summary

An international educational institution in London is seeking an experienced Executive Assistant to provide comprehensive support to the Director of Finance & Operations. The ideal candidate will manage scheduling, prepare financial documentation, and oversee governance meetings. Proficiency in MS Office and strong organisational skills are essential. The role emphasizes attention to detail and confidentiality, ensuring smooth operations within the department.

Qualifications

• Proven experience in supporting a senior executive.
• Highly organised with strong attention to detail.
• Strong oral and written communication skills.

Responsibilities

• Manage the Director of Finance & Operations’ calendar and communications.
• Assist in the preparation of financial statements and audits.
• Oversee administration of governance meetings.

Skills

Organisational skills

Communication skills

Attention to detail

Proficiency in MS Office

Interpersonal skills

Discretion

Education

Experience in senior EA or PA role

Tools

MS Office

Google Workspace

Job description

To provide high-level executive and administrative support to the Director of Finance & Operations (DFO), ensuring the smooth running of the DFO’s office and supporting the effective management of the School’s finance, operations, governance, compliance, and strategic priorities. The role includes managing the DFO’s calendar, correspondence, and communications; preparing key reports and documentation; coordinating meetings and information flow; and supporting projects that promote strong financial stewardship, good governance, and operational efficiency across the DFO’s areas of responsibility, with occasional administrative support to Facilities and Operations Managers as needed.

Summary of duties

Executive and Office Support

• Proactively manage the DFO’s calendar, schedule, and priorities, ensuring time is allocated effectively
• Organise a wide variety of appointments, conference and course attendance, and travel in coordination with the school’s Travel Coordinator
• Screen incoming emails and mail, drafting responses on routine matters and escalating as appropriate
• Handle internal and external queries related to the DFO’s office by phone, email, or in person
• Prepare, proofread, and format correspondence, reports, and presentations to a high professional standard
• Act as the first point of contact and liaison between the DFO, trustees, senior leadership, staff, parents, and external stakeholders
• Oversee meeting and visitor arrangements, ensuring rooms are booked, security and lunch passes are organised, guests are welcomed, and meeting materials and refreshments are prepared
• Maintain filing systems, records, and document control (digital and paper, including off‑site archives)
• Process expenses, purchase orders, and financial approvals accurately
• Handle confidential and sensitive information with discretion

Finance Support

• Support the annual audit process by providing information and documentation to auditors and responding to queries
• Support the preparation of financial statements (School, Subsidiary, and Foundation) by coordinating inputs, formatting documentation, and liaising with auditors, third parties, and internal stakeholders
• Maintain financial institution KYC compliance by tracking signatories and liaising with institutions
• Support the employee financial aid programme, collecting applications, responding to queries, and liaising with the Finance and Admissions Offices and Student Support Team Office

Governance Support

• Oversee the annual schedule and administration of governance meetings involving the DFO, including Board and committee sessions (e.g. Admin & Finance, Buildings & Grounds, Investment, ASL Enterprises, ASL Foundation, Audit, and Remuneration), ensuring agendas, meeting materials, and minutes are prepared and distributed in a timely manner
• Coordinate with the Faculty and Staff Associations, HR, and other key stakeholders on the annual salary and benefits discussion process, including scheduling meetings and compiling and distributing supporting data
• Monitor statutory reporting requirements and submission deadlines (e.g. Companies House, Charity Commission), and provide administrative support for governance matters relating to the School’s subsidiaries and associated entities, ensuring filings and statutory records are accurate, complete, and up to date

Compliance, Operational and Facilities Support

• Coordinate the School’s insurance programme, including renewals, claims, trip coverage, and responding to employee queries
• Maintain and help update operational and compliance policies, ensuring they are reviewed and updated in a timely manner for presentation at the relevant committee meetings
• Provide administrative support for health, safety, and operational compliance activities, including coordinating the annual Transport Plan for Westminster, liaising with external consultants, and arranging Health & Safety and Catering Committee meetings, including scheduling, logistics, and minute-taking
• Provide administrative support for facilities‑related meetings, including the Design Review Panel and other facilities or operations forums
• Provide occasional administrative assistance to the Facilities and Operations Managers to support ongoing operational projects and priorities

Strategic and Project Support

• Support tracking of timelines, deliverables, and progress for Strategic Plan and other initiatives
• Assist in compiling and organising information for strategic planning, risk review, and Board reporting, including preparing reports and presentations
• Assist with data organisation and basic analysis to support financial, operational, and strategic projects

Other Responsibilities

• Participate actively in the life of the School through attendance at events, committee membership, or leadership of extracurricular activities
• Uphold and promote the School’s commitment to safeguarding and child protection, ensuring that all responsibilities are carried out in accordance with School policies and statutory guidance, and reporting any concerns promptly through the appropriate channels
• Undertake any other duties within the scope, spirit, and purpose of the role as requested by the DFO

Selection Criteria

Essential Qualifications and Experience

• Proven experience in a senior EA or PA role, preferably supporting a senior level executive in a medium to large organisation
• Highly organised, proactive, and able to manage multiple priorities with strong attention to detail
• High proficiency in MS Office and Google Workspace applications, with the ability to produce polished reports, presentations, and board documentation, and to apply AI tools effectively in daily work
• Strong oral and written communication skills, including the ability to draft and proofread formal correspondence, reports, and committee documentation
• Experience coordinating meetings and materials for governance bodies such as boards or committees
• Comfortable handling and organising financial and operational data, with ability to perform basic data analysis and tracking using Excel or similar tools
• Strong interpersonal skills and the ability to build effective working relationships with trustees, senior leaders, staff, and external partners
• Understanding of confidentiality, discretion, and data protection in handling sensitive information
• Demonstrated commitment to the safeguarding and welfare of children

Desirable Qualifications and Experience

• Experience working in a school, charity, or other complex, regulated environment
• Understanding of charity governance, financial reporting cycles, and compliance frameworks (e.g. Companies House and Charity Commission requirements)
• Experience supporting project tracking, policy maintenance, or strategic planning processes

The American School in London is committed to safeguarding and promoting the welfare of children and young people and expects all trustees, employees and volunteers to share this commitment. All new appointments will be subject to appropriate checks: Disclosure and Barring Service (DBS enhanced), Disqualification by Association Self‑Declaration, Declaration of Criminal Record, checks against the Teaching Regulation Agency (TRA) Prohibition List (Teacher Status Checks) including Identity, Address, Date of Birth, a Full Employment History, Right to Work in the UK, overseas checks where applicable, at least 2 references (one with current or most recent employer, where appropriate) and original documentation of Qualifications (where appropriate). For positions into Senior Management a Prohibition from Management Check (s128 Directive) will also be undertaken.

All posts involving direct contact with children are exempt from the Rehabilitation of Offenders Act 1974. However, amendments to the Exceptions Order 1975 (2013 & 2020) provide that certain spent convictions and cautions are 'protected'. These are not subject to disclosure to employers and cannot be taken into account. Guidance and criteria on the filtering of these cautions and convictions can be found on the Ministry of Justice website. Shortlisted candidates will be asked to provide details of all unspent convictions and those that would not be filtered, prior to the date of the interview. You may be asked for further information about your criminal history during the recruitment process. If your application is successful, this self‑disclosure information will be checked against information from the Disclosure & Barring Service before your appointment is confirmed.

ASL is dedicated to fostering courageous global citizenship in a diverse and inclusive school environment. In our international community, we aspire for the cultures and backgrounds of our employees to mirror those of our families and student body, and we enthusiastically welcome applications from candidates who bring diverse life experiences, perspectives and skills. Educators with knowledge of global education and prospective applicants for any position who are committed to diversity and inclusion are particularly welcome to apply. The American School in London will not discriminate against an applicant or employee based on race, color, religion, creed, national origin or ancestry, sex, age, physical or mental disability, genetic information, gender identity or expression, sexual orientation, marital status, maternity or parental status, or any other legally recognised protected basis under local law.