EXECUTIVE ASSISTANT (elementary)

About the role

MISSION The Executive Assistant assists the Director in the management and administrative organisation of tasks related to the proper functioning of the elementary school. RESPONSABILITES Under the supervision of the Directors, the Executive Assistant shall : Ensure the physical, telephone and e-mail reception of the various interlocutors (parents, teachers and students at the elementary school) Provide administrative support to the direction's activities : Managing agendas, filtering parent/teacher/student requests Managing communications to parents/teachers/students (memos/information notes, letters, emails, dashboards...) in both languages (French and English) Preparing and following up on pedagogical board meetings at the request of the management (attendance, writing and sending of reports) Ensuring regular liaison with the various administrative services and pastoral care Assisting in the practical organisation of educational projects and their promotion within the institution Manage the drafting and publication of the weekly Teacher's Gazette: compile and format articles submitted by various departments, and write additional content as required. Planning and updating the year's calendars Writing and updating the department's procedures Ensuring the logistical organisation of elementary school meetings Handle follow-up of the administrative and educational files of students: Managing the arrivals and departures of students Requesting school records (booklets, PPS, PAP, ...) from schools for new students. Managing school reports at the end of the semester Providing support for the organisation of school outings and trips Preparing for the arrival of families in January Following class budgets Ensure the administrative and pedagogical follow-up of the department : Meet & Greet new relief teachers, walk them through the replacement procedure, and visit the school premises. Managing absences of teachers and their replacements (preparatory documents, welcome, materials, email address, communication with the department and the educational team) Informing families and reorganising schedules as necessary Updating the databases in the monitoring tools and software SKILLS, APTITUDES, TRAINING REQUIRED FOR THE POSITION 2 years of validated higher education in management assistance or equivalent is required Former experience in management assistance Proficiency in Google Suite Experience in handling customer relations Good communication skills (working closely with the administration, management, educational, and 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 Knowledge of office tools and educational tools such as EDUKA and EDT tools would be an advantage WORKING RELATIONSHIPS Educational Directors Teachers Pastoral care Parents and students Support Functions Services REPORTING Elementary Directors WORKING CONDITIONS Short term contract and permanent contract on the basis of a full-time of 42 hours per week Remuneration according to the IFS salary scheme 8 weeks of annual leave during school holidays (To be prorated based on the duration of the contract ) Medical coverage ASSISTANT(E) DE DIRECTION - ELEMENTAIRE *French version : MISSION L'assistant(e) de Direction aide la direction dans la gestion et l'organisation administrative des tâches liées au bon fonctionnement de l'élémentaire. RESPONSABILITÉS Sous la supervision des Directeurs/trices, l'assistant(e) de direction devra : Apporter un support administratif aux activités de la Direction : Assurer l'accueil physique, téléphonique et e-mail des différents interlocuteurs (parents, enseignants et élèves à la direction de l'élémentaire) Gérer les agendas, filtrer les demandes parents/enseignants/élèves Gérer les communications aux parents/enseignants/élèves (notes de service/notes d'information, courriers, emails, tableaux de bord...) en français et en anglais Préparer et suivre les conseils pédagogiques à la demande de la direction (présence, rédaction et envoi des comptes rendus) Assurer la liaison régulière avec les différents services administratifs et vie scolaire Aider à l'organisation pratique de projets éducatifs et à sa promotion au sein de l'établissement Assurer la rédaction et la publication de la Gazette hebdomadaire destinée aux enseignants : compiler et mettre en forme les articles transmis par les différents départements, et rédiger des contenus additionnels si nécessaire. Planifier et mettre à jour les calendriers de l'année Rédiger et mettre à jour les procédures du service Assurer l'organisation logistique des réunions de l'élémentaire ● Assurer le suivi des dossiers administratifs et pédagogiques des élèves : Gérer

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