Secondary Executive Assistant

MISSION

The Executive Assistant assists the direction in the management and administrative organisation of tasks related to the proper functioning of the secondary school.

RESPONSABILITIES

Under the supervision of the Vice principals, the Executive Assistant shall:

1. Provide administrative support to the direction's activities:
   • Managing schedules, filtering enquiries from parents/teachers/students
   • Handling communication with parents/teachers/students (memoranda/briefing notes, mail, emails, dashboard)
   • Attending educational board meetings (attendance, writing and sending of minutes)
   • Being present at monthly secretarial meetings
   • Ensuring regular correspondence with the different administrative departments
   • Managing and keeping up with administrative departments in MAJE
   • Helping in the practical organisation of educational projects: SIMUN, etc...
   • Attending conventions with people outside of the School
   • Coordinating and handling logistics for Defence and Citizenship Day
   • Writing the secondary school periodical
   • Planning and updating year calendars
   • Writing and updating service procedures
2. Handle follow-up of administrative and educational files of students:
   • Preparing documents for parent-teacher conferences, follow up on warnings
   • Handling arrivals and departures of students
   • Preparing, managing and tracking orientation liaison forms
   • Preparing for the “Change of Class” Commission, Commission for Admission into the International Section, and the Appeals Commission in June (inquiry into files and follow-up)
   • Requesting for school textbooks from institutions for new students
   • Handling school reports
   • Handling students enrolled in CNED (follow-up on enrolment, transcript)
   • Handling the Citizenship, Commitment and Merit Prize and high school diplomas
   • Handling parent enquiries regarding issues with connecting to PRONOTE, various certificates, change of options, requests for meetings, updating personal particulars...
3. Ensure the administrative and pedagogical follow-up of teachers:
   • Managing teachers' absences and replacements (preparatory documents, reception, equipment, email address, communication with the department and the teaching team)
   • E-mailing to families and reorganizing of schedules
   • Managing of travel and course catching up
   • Updating databases in monitoring tools and software made available
4. Assist in the Exam Department:
   • Assisting in the conducting of mock and actual exams (replacement of teachers, shifting of classes, reallocation of classrooms, communication with teachers/parents/students)
   • Organizing of internship report presentations for students in Secondary classes in conjunction with the orientation counsellor.

SKILLS AND EXPERIENCE REQUIRED

• 2 years of validated higher education in management assistance or equivalent is required
• Former experience in management assistance
• Knowledge of office tools and education tools such as EDUKA and EDT would be an advantage
• Experience in handling customer relations
• Good communication skills (working closely with the administration, management, educational, general departments)
• Precision, sense of organisation and efficiency
• Ability to work in a team
• Sense of diplomacy
• Proficiency in French and English required (written and oral)
• Discretion
• An experience in the school environment would be ideal

TERMS AND CONDITIONS

• Permanent contract
• Full time position of 42 hours/week
• Remuneration will be based on IFS salary scale