Executive Assistant to Deputy Director and Upper Elementary School

• Provide secretarial support to the Deputy Director (50%)

• Provide secretarial support to the Upper Elementary School (50%): Managing the day-to-day operations of the school office. Oversee the work of office staff, manage budgets and resources, and ensure that all administrative tasks are completed accurately and efficiently.

• Ensuring smooth operation of Deputy Director’s Office.

• Maintaining Deputy Director’s calendar, scheduling meetings, greeting visitors, screening phone calls and dealing with enquiries where appropriate.

• Making appointments and planning the Deputy Director’s daily schedule.

• Organizing and attending meetings; including drafting and distribution of meeting agendas, booking venues, technology set up, assistance with visuals and/or power point presentations, providing refreshments, taking of minutes and transcribing minutes in a timely manner.

• Assisting with travel arrangements, including booking of flights and hotels, scheduling meetings, providing or coordinating needed materials and documents

• Assisting with the drafting of the monthly Deputy Director report to the Board of Trustees.

• Preparing the Learning Leaders meeting agendas and attending the Learning Leaders meetings and minutes.

• Coordinate professional development planning including travel arrangements, booking of flights and hotels, for the Learning Leaders.

• Co-ordinate the social functions that are hosted by the Deputy Director.

• Co-ordinate with the driver of the Deputy Director ‘s car when required.

• Perform any other duties as assigned by the Deputy Director.

• Incoming & outgoing calls, emails, mail.

• Upper Elementary school student withdrawals, Student schedules, student records & files, report card filing, attendance & ID card.

• Work with the assistant principal to oversee the teacher and teaching assistant substitute lists and arrange substitute coverage as needed throughout the Upper Elementary School.

• Work with the Upper Elementary School Assistant Principal to create and maintain schedules, including duty & supervision schedules and support materials.

• Secretarial support to Upper Elementary School Assistant Principal and counselor when necessary.

• Book Upper Elementary School campus facilities when required.

• Admission Tours if Admissions is busy.

• Attend to all enquiries and requests and provide information about the Upper Elementary School.

• Be proactive in creating solutions and providing assistance to faculty and staff throughout the school, as needed.

• Upper Elementary School office communication.

• Provide document translation from Chinese to English and English to Chinese for the Upper Elementary School Assistant Principal and Upper Elementary School office as requested.

• Act as an interpreter for caregiver visits and selected events

• Support to the Upper Elementary After School Activities Program and work in collaboration with the After School Activities Coordinator.

• Other tasks and duties as assigned by the Upper Elementary School Assistant Principal.

• Minimum of bachelor's degree in business administration, translation and interpretation or relevant field, master’s degree is a plus, but not required.

• Has at least 2 years of experience as an English secretary.

• Fluent verbal and written English.

• Excellent computer skills (MS Word, Excel and Power point, Adobe InDesign, and Mac).

• Proven track record of working under tight timeline in previous work experience.

• Detail minded, well organized, and excellent in following up.

• Strong communication skills and the flexibility to work with people from different cultures and with different perspectives.

• The ability to work under tight schedule and sometimes under pressure, maintaining a positive attitude.

• Demonstrates a strong team spirit, fostering collaboration and support among team members.

• Our vibrant, positive community spirit, what we see as the heart of AISG, is one of our greatest assets.

• We are the only not for profit international school in Guangzhou enabling us to reinvest directly back into the school in support of our educational mission.

• We are the first international school in southern China with a rich history of educational excellence.

• We only recruit forward-thinking and dynamic instructional leaders who wish to contribute to an environment that values creative learning and quality teaching.

• We recruit employees who are not simply looking for a ‘job’ but who are seeking to join a connected community.

American International School of Guangzhou