Executive Assistant to the Head of School and to the Board of Trustees

THE AMERICAN SCHOOL IN LONDON; Greater London; On-site; GBP 35,000 - 45,000; Full time

Job summary

A prestigious international school is seeking an Executive Assistant to provide comprehensive support to the Head of School and Board of Trustees. Responsibilities include managing schedules, coordinating communications, and organizing important meetings and events. The ideal candidate will have significant experience as a PA/EA, possess strong communication and organizational skills, and be proficient in Google Workspace. The role demands flexibility and the ability to work independently in a fast-paced environment.

Qualifications

• Substantive experience as PA / EA at the director level.
• Strong diplomatic, warm, and discreet interpersonal skills.
• Ability to work unsupervised under pressure.

Responsibilities

• Provide organizational and administrative support to the Head of School.
• Schedule and coordinate appointments maximizing the Head's efficiency.
• Organize board meetings including minute-taking and calendar management.
• Manage communication and liaison with various stakeholders.

Skills

Strong communication skills

Interpersonal skills

Organizational skills

Proficiency in Google Workspace

Job description

The EA is responsible for providing full organizational and administrative support to the Head of School and assisting in ensuring the smooth running of the Head of School Office. The EA is responsible for ensuring that the Head’s time and efficiency is maximised and acts as a liaison between the Head and faculty, staff, trustees and alumni and all external constituencies.

As EA to the Board of Trustees, the EA supports board leadership, facilitates communications among and with trustees, attends Board meetings and takes minutes, and organizes the board calendar and relevant trustee events. The EA generally supports the board to maximise efficient and positive board functioning.

Summary of Major Responsibilities for the Office of Head of School:

• Establish the importance, priority and urgency of matters and ensure that the Head is in possession of all relevant background information and documentation in a timely manner
• Schedule and coordinate appointments with faculty, staff, students, parents, trustees, alumni and external constituencies to maximise the Head’s time, availability and efficiency
• Respond directly to (and deputise where appropriate) relevant communication and correspondence, composing selected responses on behalf of the Head, or direct the enquiry to an appropriate alternative
• Prepare annual documents for submission to various government and educational organisations and manage school membership
• Draft, edit, and proofread correspondence, reports, presentations, and communications on behalf of the Head
• Prepare materials and background information for meetings, events, and presentations
• Act as a key liaison between the Head of School and the Senior Leadership Team, collaborating closely to coordinate meetings and ensure smooth communication and planning
• Communicate with consultants, speakers, dignitaries, job candidates and friends of the School as required; arrange travel arrangements and schedule programs
• Process expenses and monitor the budget for the Head of School Office. Maintain clear, accurate and accessible records for full compliance with all regulatory requirements
• Organize some school-wide functions and retreats including administrative retreats and special events
• Prepare weekly and annual meetings for the senior administration meetings including room bookings, catering requests and media requirements
• Organise Head’s travel arrangements on occasion
• Liaise with ISST8 School EAs / PAs and attend online and in-person meetings and training sessions, including European travel when required
• Maintain confidentiality in handling sensitive information and personnel matters.

Summary of Major Responsibilities for the Board of Trustees:

• Prepare the annual monthly and committee meeting calendars for the Board, including room bookings, catering requests and media requirements, ensuring all relevant documents are collated and the information posted in a timely manner on the designated trustee website.
• Manage the Board web portal and ensure regular and frequent updating including all relevant board documents, the board member directory, board committee responsibilities and descriptions and maintenance of all archives.
• Record all Board meetings with minutes (including Board committee meetings) and process Board resolutions, trustee and committee appointments, policy and other decisions circulate appropriate documentation and school communication to trustees.
• Assist with and provide organizational and communication support for events relating to Trustee Visiting day, new board member orientation, trustee offsites and other relevant trustee events as may arise from time to time.
• Organize gifts for retiring trustees.
• Comply with the relevant UK Charity Commission regulations pertaining to maintenance of the Public Register to include Changes in Directors and any other important or desired communications and generally to ensure that the Board and all its members are in full compliance with all applicable regulations.
• Facilitate extraordinary meetings of the Board when required including setting up teleconferencing or any other relevant communications and compile all the relevant notices, minutes and materials.
• Drive and manage any Board projects, in collaboration with the Board leadership, to ensure smooth and efficient processes and procedures such as policy reviews and documentation management.
• Track Board member terms, committee assignments, and compliance with governance requirements.
• Support new trustee orientation and ongoing trustee communications.
• Ensure compliance with confidentiality and governance best practices.
• Perform any other duties as are within the scope, spirit and purpose of the job as requested by the Head of School or the Chair of the Board of Trustees

Essential qualifications / experience:

• Substantive experience as PA / EA at the director level
• Strong communication skills, written and oral
• Strong interpersonal skills, in particular, diplomacy, warmth, discretion and flexibility
• Strong organisational, communication and technology skills, including proficiency in Google Workspace
• Ability to work unsupervised and under pressure
• Willingness to work flexible hours
• Experience in organizing medium-scale events at external venues