Executive Assistant to the Director of IB World School (Job Vacancy)

Job Overview: As an Executive Assistant to the Director of an IB World School, you will be responsible for providing high-level administrative support to ensure the efficient operation of the Directors office. This role requires exceptional organizational skills, discretion, and the ability to handle sensitive information with confidentiality. The ideal candidate will be proactive, detail-oriented, and capable of multitasking in a fast-paced educational environment.

Key Responsibilities:

• Calendar Management: Coordinate and manage the Directors schedule, including scheduling meetings, appointments, and travel arrangements.
• Communication: Serve as the primary point of contact for internal and external stakeholders, screening and prioritizing communications, and responding to inquiries on behalf of the Director.
• Document Preparation: Draft, proofread, and edit correspondence, reports, presentations, and other documents as requested by the Director.
• Meeting Support: Prepare agendas, take minutes, and follow up on action items for meetings attended by the Director. Ensure that all necessary materials are prepared and distributed in advance.
• Administrative Support: Handle administrative tasks such as filing, record-keeping, expense tracking, and maintaining office supplies to ensure the smooth functioning of the Directors office.
• Project Assistance: Assist the Director in coordinating special projects, events, and initiatives related to the IB curriculum, accreditation processes, and school development.
• Relationship Management: Build and maintain positive relationships with staff, parents, students, and external partners to facilitate effective communication and collaboration.
• Confidentiality: Handle confidential information with discretion and integrity, maintaining the highest standards of professionalism and ethics.
• Problem Solving: Anticipate and address issues before they arise, proactively seeking solutions to challenges encountered in daily operations.
• Professional Development: Stay informed about developments in education, particularly in the IB framework, to support the Director in making informed decisions and driving continuous improvement.

Qualifications:

• Bachelor's degree in education, business administration, or a related field (preferred).
• Proven experience (3+ years) as an executive assistant, or similar role, preferably in an educational setting.
• Excellent verbal and written communication skills, with the ability to interact professionally with diverse stakeholders.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Strong organizational and time-management skills, with the ability to prioritize tasks and meet deadlines effectively.
• Discretion and confidentiality when handling sensitive information.
• Flexibility and adaptability to handle evolving priorities and responsibilities.
• Knowledge of the International Baccalaureate (IB) curriculum and educational philosophy (desirable).
• Ability to work independently with minimal supervision, while also functioning well as part of a collaborative team.
• Commitment to upholding the mission and values of the IB World School.