Jobpointghana

Executive Assistant to Directors and Principal at International Community School

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The Executive Assistant to the Directors/Principal plays a pivotal role in the organization of the school and assists the Directors/Principal in her day-to-day work to ensure the smooth running of their offices. This person is responsible for providing high-level confidential administrative, organizational and secretarial support to the Principal and is expected to work autonomously to represent the Principal and the School to internal and external stakeholders.

 

KEY RESPONSIBILITIES:

Executive Support

  • Completes a broad variety of administrative tasks for the CEO, the Deputy CEO, Principal and Executive Management including: managing an active calendar of appointments; completing expense reports; composing and preparing correspondence  that is sometimes confidential; arranging complex and detailed travel plans; itineraries and agendas; and compiling documents for travel-related meetings
  • Plans, coordinates and ensure the CEO’s and Principal’s schedule is followed and respected. Provides ‘’gatekeeper’’ and ‘’gateway’’ role, creating win-win situations for direct access to the CEO’s and Principal’s time and office.
  • Communicates directly and on behalf of the CEO, with Board members, investors and others, on matters related to CEO’s fund raising and other initiatives.
  • Researches, prioritizes and follows up on incoming issues and concerns addressed to the CEO/ Principal, including those of a sensitive or confidential nature. Determines appropriate course of action, referral or response
  • Provides a bridge for smooth communication between the CEO/Principal’s office and internal departments and schools; demonstrating leadership to maintain credibility, trust and support with senior management staff
  • Works closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a ‘barometre’’, having a sense for the issues taking place in the environment and keeping the CEO and Principal updated
  • Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the CEO
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence and other tasks that facilitates the CEO’s ability to effectively lead the company
  • Maintains physical and electronic office filing systems for CEO

 

Board Support and Liaison

  • Serves as the CEO’s administrative liaison to board of directors
  • Assists board members with travel arrangement, lodging and meal planning as needed
  • Maintains discretion and confidentiality in relationships with all board members
  • Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board commitment matters, including advance distribution of materials before meetings in electronic/paper format
  • Maintains and regularly updates the personal files of Board Members

Senior Management Liaison

  • Participating as an adjunct member of the member of the Executive Team including assisting in scheduling meetings and attending all meetings
  • Coordinates the agenda of senior management team meetings and all staff meeting
  • Takes notes and distributes meeting minutes, agendas and meeting packages

Communication, Partnership and Outreach

  • Ensures that the CEO and Principals bio are kept updated and responds to request for material regarding the CEO and the organization in general
  • Edits and completes first drafts for written communications to external stake holders
  • Follows up on contacts made by the CEO/Principal and supports the cultivation of ongoing relationships
  • Co-ordinates the content for school publications including newsletters, reports and liaise with external publishers as necessary
  • Works with IT manager to ensure that the content of school website  is accurate and up to date
  • Ensures smooth communication with parents on school-wide issues through bulk email and text messages
  • Manages the school’s general email address and responds to all enquiries or forwards them to the appropriate person

PERSON SPECIFICATION

Education, Experience and Skills

• Bachelor’s Degree in Business Administration with a minimum of three years’ working experience in a similar role, preferably where you have provided administrative support to school staff in senior leadership roles.

• Excellent proofreading and writing skills

• Advanced level skills and experience with a variety of computer programs and online systems

• Exceptional interpersonal and communication skills.

• Excellent organizational and time management skills.

• Meticulous attention to detail.

• Ability to work autonomously, as well as collaboratively.

• Ability to successfully manage a number of diverse tasks in a busy school environment.

· Ability to prioritize well and to work efficiently under pressure

· Ability to handle confidential matters with discretion

Personal Qualities Essential

• Ability to communicate positively and effectively with all members of the School community.

• Ability to work flexibly and outside usual business hours if required.

• Friendly and outgoing personality.

• Good sense of humour with a positive outlook.

Application Instructions:

 

Kindly submit your CV and a cover letter, a letter of recommendation from your current Head and contact of two references who will be contacted if shortlisted. Only shortlisted applicants would participate in the interview. All appointments are subject to identity checks, criminal record checks and successful references.

Submit queries, if any and your completed application to portia.odei@icsghana.info. For any inquiries call 0556354601

Deadline : 27th December 2021