Executive Assistant to DFO and the Board Go back »
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Company:American International School of Guangzhou AISG
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Location:Guangzhou
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Job function:General
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Industry:Education
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Employment:Full time
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Experience:Associate
Job description
AISG is a caring community that looks for passionate educators who bring their forward-thinking pedagogy along with an empathetic approach to enrich each child’s learning.
DIVERSITY, EQUITY AND INCLUSION
AISG embraces diversity and is committed to creating an inclusive and equitable workplace, welcoming applications from all qualified persons. We strive to attract, develop and retain highly talented diverse staff who share this commitment and who can contribute their unique perspective and experiences to enhance our programs.
---THE POSITION---
· Responsible for facilitating administrative detail and providing highly responsible staff support for the School Board and its affiliated committees. The primary duty is to attend all Board and Committee meetings, record, produce, and archive the official record of all formal meetings and to prepare materials and logistics necessary for Board/Committee Activities.
· Provide support to the Director of Finance and Operations
REPORT TO: Director of Finance and Operations
---KEY RESPONSIBILITIES---
Responsibilities 1 (Board-Related):
· Attend and take notes at various formal meetings (including but not limited to Board Meetings, Committee Meetings, Board Retreats, etc.), record the disposition of all matters on which the Board considered action. Take accurate detailed minutes of complex meetings and maintain public and confidential Board Business.
· Follow up needs and outstanding tasks with the school Board members, School Administrative and other stakeholders.
· Assist the School Board to draft Governance Policies and update School Board Policies.
· Familiarize with the Board Policies, By-laws, strategic initiatives, and best practices in order to support the work of the Board in relevant areas for the School Board Members and other interest groups.
· Assist the School Board to maintain and enhance relationship with all related local Bureaus. Collect and housekeep all legal and personal documentation with the School Board for compliance purposes and keep these documents confidentially.
· Coordinate the Bi-annual Board Election, Board Appointment, Board Candidate Orientation and the annual onboarding details with relevant committees and the School HR.
· Co-ordinate with the Director’s Assistant and organize Parent Association Meetings/ School Board events.
· Maintain the filing and archiving of all correspondence and documentation; whether in electronics or hard copy format so that it’s easily accessible to the School Board Members. Keen on maintaining confidentiality.
· Provide document translation from Chinese to English and English to Chinese for the Board as requested. Act as interpreter for different meeting with Business partner or Chinese Government Offices.
· Perform Secretarial duties for the School Board by scheduling and organizing meetings including drafting and distribution of meeting agendas, booking venues, technology set up, providing refreshments, taking of minutes, and transcribing minutes in a timely manner. When School Board is traveling on school related business trip, assist with travel arrangements, including booking of flights and hotels, providing needed materials and documents, drafting of detailed itinerary of trip, etc.
· Organize, coordinate and assist with special projects and/or perform any other duties as assigned by the School Board and Committees.
Responsibilities 2 (DFO-Related):
· Responsible for providing support to the DFO and coordinating other needs in the operational departments He/she will work closely with DFO, department heads, admin, and support staff to ensure effective communication and coordination.
· Keep all school licenses and certificates current. Proactively track the status of school licenses and certificates and working with Advancement department to make sure all licenses and certificates are renewed in a timely manner.
· Maintain the integrity of the School Chop and other legal licenses and certificates. Keep the key to the safe.
· Keep track of all school contracts. Inform relevant contract owners the contract status and follow up to ensure contracts are renewed each year in a timely manner. Keep contracts organized for each reference.
· Assist the DFO in preparing the annual budget.
· Support DFO in preparing Finance Committee agenda and follow up on actions items.
· Attend and take minutes for the bi-weekly OPS Team meetings. Follow up on any action items.
· Perform Secretarial duties for the DFO, such as translating key documents into English or Chinese, managing DFO’s schedule, arranging travel itinerary and hotel booking, processing reimbursement, replenishing office supplies, etc.
· Coordinate annual or bi-annual support staff activities based on the DFO’s planning and the budget.
· Coordinate annual OPS team retreats and PDs.
· Support DFO in maintaining key relationships.
· Support DFO with taking on Board and School initiatives.
· Coordinate with the Director’s Assistant to organize signature Faculty & Staff events.
· Other tasks and duties as assigned by DFO.
Skills & experience
---CORE QUALIFICATIONS---
· Goal oriented and gets things done independently and effectively.
· The ability to serve as a confidential employee with regards to all matters of business within the DFO Office, the office of the Board. Maintain integrity of confidential information.
· Resourceful and has strong problem-solving skills.
· Strong communication skills and the flexibility to work with people from different cultures and with different perspectives.
· Detail oriented.
· The ability to work under tight schedule and sometimes under pressure, maintaining a positive attitude.
The ideal candidate should have the following qualifications:
· Minimum of bachelor's degree in business administration or relevant field, Master degree is a plus, but not required.
· At lease 3-5 years' working administrative support to the Top Management; finance and legal knowledge background would be advantageous.
· Proven track record of working under tight timeline in previous work experience.
· Fluent verbal and written English
· Excellent computer skills, including Word, Excel, PowerPoints, Teams and other Microsoft software.
· Willing to learn and adapt to various work styles.
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