Executive Administrative Assistant

Organization:  The International School, Portland OR

FLSA:  Non Exempt/Hourly

Schedule:  Full time M-F

Compensation:  $21.00-$23.00/ hour (Depending on Experience)

Immediate opening!  The International School provides a warm, diverse, and multicultural environment where children are fully immersed in Spanish, Japanese or Chinese from Preschool through 5th grade.  We are Portland’s first International Baccalaureate elementary school.  Our school was founded in 1990, and today educates approximately 400 students.

We are immediately seeking a highly motivated full time Executive Administrative Assistant to work with our Head of School, Leadership team, and our Board of Trustees, to help make an impact on the Global mission of our program. Our team of world class professionals and educators, thrive in a diverse, multi-cultural and inclusive setting. This position reports to the Head of School.

Are you friendly, creative, and a flexible thinker? We are in search of the right candidate with the attention to detail, is highly organized, team oriented, able to handle a creative work load, and go the extra mile in supporting our stakeholders. If this sounds like the perfect opportunity for you, we would really like to hear from you!

To apply for this position, we ask that you apply directly to our career website at: 

Executive Administrative Assistant

General Summary

The Executive Administrative Assistant is a full-time, 12-month position that reports to the Head of School. Duties and responsibilities include but are not limited to Executive support for the Head of School and Board of Trustees, front desk administration and customer service.

Essential Functions:

Supporting the Head of School

• Act as first point of contact for access to the Head of School
• Provide customer service, manage and distribute messages, use discretion to direct inquiries to the appropriate resource
• Manage and distribute mail to Head of School
• Manage calendar for Head of School, schedule appointments, and create reminders
• Manage and coordinate all travel and meeting arrangements
• Manage and complete general administrative duties, such as email communication, document revision, proofreading, excel spreadsheets, presentations, letters, and phone calls
• Order, organize and distribute office supplies for the Head of School
• Head of School credit card reconciliation and tracking
• Provide comprehensive, robust administrative support and collaboration of school wide initiatives
• maintaining the list of volunteers, parents and outside, and preparing new applications for processing. 
• Manage and/ or co-lead Projects or tasks as assigned

 Supporting the Board of Trustees

• Serve as administrative and recording secretary for the Board of Trustees
• Provide and co-manage logistical support to board committee chairs
• Assist with or as directed distribute board and committee calendars and meeting packets
• Execute and coordinate setup/catering arrangements and attend meetings as needed (6-8pm)
• Collaborate with Board Secretary on drafting meeting minutes for approval by the Board President, Secretary, and Head of School
• Manage and maintain information on the board HUB to include meeting agendas and minutes, updated bylaws, policy manuals, strategic plans, and other reports as needed
• Prepare orientation binders for new trustees
• Procure gifts for presentation to retiring trustees during appropriate events or meetings
• Prepare reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software
• Prepare and send out Board evaluations
• Revise and maintain Board Dashboard as specified by the Board of Trustees in conjunction with the Head of School

 Team Marketing work

• Coordinate development of school calendar, maintain, update and publish school calendar in conjunction with Marketing and Communications

Team ELT/SMT work 

• Collaborate with the Educational Leadership Team (ELT)
• Create the ELT weekly agenda. Ensure follow up items are revisited in a timely fashion
• Collaborate with the Senior Management Team (SMT)
• Create the SMT weekly agenda. Ensure follow up items are assigned and revisited in a timely fashion

 Front Desk Administration

• Manage and troubleshoot office equipment in Arthur Building – copier, phones, scanner etc
• Create and post information signs around campus as needed
• Filing – collect and manage the filing of forms as needed, filing projects to support Head of School, filing projects to support members of the administrative team

Customer Service

• Serve as the face of the school, including providing excellent front facing customer service in person and via phone and email
• Assist a wide variety of customers including parents, students, teachers, staff, vendors, and volunteers with a range of needs
• Act a point person for community inquiries, stay informed and abreast of school events, updates and happenings

 Events

• Collaborate and assist with school events as needed (festival, events and graduation)
• Collaborate and assist with setup and tear down of employee lunches or employee events, occasionally order food for such events

 Knowledge, Skills and Abilities

• Passionate about the mission and vision of the school
• Self-motivated, proactive, resourceful and creative problem solver
• Strong organizational skills with the ability to meet deadlines in a dynamic work environment
• Commitment to excellent customer service and a positive attitude toward a front facing customer service position
• Ability to multitask and react with appropriate levels of urgency and flexibility
• Ability to be objective and discreet with sensitive information
• Ability to maintain confidentiality when accessing confidential information or situations
• Ability to demonstrate a high degree of professionalism
• Collaborative team player who can work together with admin team and work independently
• Attention to detail and ability to produce accurate information in the most efficient manner possible
• Ability to communicate effectively and professionally, orally and in writing, with a broad range of internal and external constituents
• Comfortable proactively learning new technology and suggesting technology related
• Experience with Google Suite (gmail, google docs, google sheets, google calendar)
• Strong proficiency with Microsoft Office Suite including Word, Excel, and PowerPoint
• Advanced skills utilizing online database systems, specific experience using Achieve is a plus

 Working Conditions/Physical Requirements

• During peak activity periods, this position may be requested to work in excess of 8 hours per day and/or 40 hours per
• Capable of quickly traveling to multiple locations on school campus including up and down hills, lifting or otherwise carrying 40 pounds, traveling up/down flights of stairs, standing and sitting for long durations, typing for continuous hours on a computer keyboard, and reading information on a computer
• Ability to travel occasionally to attend off site events
• Possess a valid driver’s license and reliable transportation for off-site events

Required Qualifications

• Bachelor’s Degree or equivalent experience
• 1-3 years’ experience in an administrative support or executive assistant role, preferably at a non-profit or an educational institution
• Communicate fluently in written and spoken English

 Preferred Qualifications

• Bilingual: Communicate fluently in written and spoken English and any of the languages taught at the school: Spanish, Japanese or Mandarin.
• Comfortable in an international community with experience living and/or traveling overseas and studying other languages.
• Event planning experience
• Experience with graphic design/publications software (Adobe suite)
• Experience with project management / dashboard creation
• Experience working with Non profits

 Compensation and Benefits:

• Compensation will be dependent upon experience
• Access to employer paid medical, vision and dental insurance
• LTD, STD
• Cafeteria plan (FSA, DCA, Transit)
• Sick/vacation time 
• Employer paid Life Insurance
• 403(b) plan with employer matching after 1 year of full time employment
• 50% Tuition discount for full time employee’s qualifying children

 How to apply:  Requirements

• Apply online http://www.intlschool.org/employment/ by submitting a complete online application with the following:
• Current Resume
• Cover Letter 
• References or any Applicable letters of recommendation