Executive Secretary to Superintendent's Office

The Superintendent's Office seeks a dynamic Executive Secretary with a passion for customer service aimed at both internal and external stakeholders. The ideal candidate will have administrative and financial support experience covering functions that would include maintaining schedules, managing email accounts, performing a variety of administrative support tasks, events management, ordering, invoicing, coordinating catering, maintaining supplies, and recordkeeping. This person should demonstrate innovation, flexibility, and organizational planning, as well as specializing in creating a friendly office environment.

The successful candidate will be expected to:

• Demonstrate a commitment to the safety and security of children and young people (child protection).
• Ensure discretion and confidentiality for all aspects of this position in supporting these central office teams.
• Acquire and maintain a working knowledge of ISG District organization policies, practices and procedures.
• Provide administrative and finance support to the Assistant Superintendent as required, including but not limited to:
  • Receiving and screening all calls/emails.
  • Calendar organization and appointment arrangement.
  • Preparing documents, presentations, reports, meeting notes, lists, etc.
  • Manage multiple email accounts.
  • Making travel arrangements and transportation bookings.
  • Handle confidential documents ensuring that they remain secure.
  • Proofreading materials as required.
  • Drafting communications for review and editing.
  • Conduct research and prepare summaries as required.
  • Coordinate and provide support in relation to IT matters.
• Provide support for principals, parents and students in relation to your role:
  • Preparing meeting and other communication materials as required.
  • Maintain meeting schedules and follow up on action points as needed.
  • Answer queries (email/telephone calls).
  • Take initiative in prioritizing tasks to ensure deadlines are met.
  • Assist new staff with onboarding/offboarding requirements, e.g. ID, transportation, etc.
• Balance and prepare petty cash reports.
• Provide cover for other Superintendent team members, as required.
• Assist with booking staff travel arrangements, conferences and retreats, as required.
• Be the first point of contact for both the Superintendent's Office and Central Office Teams:
  • Screen all visitors and telephone calls.
  • Handle incoming and outgoing correspondence.
  • Greet all visitors and assist with enquiries by directing them to the correct persons.
  • Maintain a clean reception, guest area and meeting rooms.
  • Regularly review and process all equipment and furniture needs for guest areas.
• Provide a full range of administration and financial records support, as required (including filing, absence reports, presentation reports, invoices, purchase orders, requisitions, reconciliation reports, etc.).
• Maintain and manage room booking diaries and meeting set up requirements, as needed.
• Organize all Superintendent’s Office events and assist in the planning of ISG Board events.
• Monitor and maintain office supplies, including negotiating terms with suppliers to ensure the most cost-effective orders and receive goods.
• Maintain and monitor all budgets for the Superintendent’s Office, including the provision of monthly reports.
• Handle confidential documents ensuring they remain secure.
• Exercise reasonable judgments.
• Perform other duties, including projects, assigned by your supervisor(s).

The ideal candidate will have:

• Bachelor’s degree in a related field of study (is preferred).

The ideal candidate will have:

Experience

• Proven experience as an executive secretary or similar administrative role.

Skills

• Proficient in MS Office and Google Suite.
• Proficient in English (both written and verbal).
• In-depth knowledge of office management and basic accounting procedures.
• Familiarity with basic research methods and reporting techniques.
• Excellent organizational and time-management skills.
• Outstanding communication and negotiation abilities.
• Integrity and confidentiality.