AMERICAN INTERNATIONAL SCHOOL CHENNAI

 

JOB DESCRIPTION

 

Position Title	Executive Assistant to the Head of School
Supervisor’s Title	Head of School  (HoS)
Effective Date	1 July,  2024
Salary Schedule	Depends on experience and qualification
Position Description	Executive Assistant to the Head of School is responsible for ensuring that all functions of the Office of Head of School align and contribute to the school’s Mission, Core Values, and Vision for the Learner, under the leadership of their supervisor.

 

AISC Mission
Together we inspire a love of learning, empowering all students with the courage, confidence, creativity and compassion to make their unique contribution in a diverse and dynamic world.

 

Our Core Values
Respect | Responsibility | Excellence | Integrity | Diversity

We believe that…

1. Each person has equal intrinsic value, worthy of dignity and respect.
2. We are responsible for our choices and their effect on ourselves, others, and the environment.
3. Being open to new ideas and challenging experiences enriches our lives. 
4. Mutual respect, trust, and caring foster healthy interpersonal relationships. 
5. Embracing our diversity makes us a stronger community.
6. In an interconnected world, our positive contributions to the community and the environment are essential.
7. Individuals thrive in a nurturing environment that provides for their physical and emotional safety.

 

Our Vision for the AISC Learner
At AISC, successful learners are…

POSITION DUTIES AND RESPONSIBILITIES

The Executive Assistant to the Head of School serves an essential role in the life of the school.  Responsible for the successful day-to-day operations of the Head of School office, the Executive Assistant continually works to ensure the efficiency and effectiveness of the Head of School, their team, and the departments, programs, and initiatives of the office.  

 

KNOWLEDGE

Successful AISC Executive Assistants are learners. They can demonstrate specific knowledge and understanding and share examples of their growth in the following areas:   

• Executive functioning 
• Organizing and managing multiple calendars at the same time
• Event planning with a focus on inclusivity and diversity
• Best practices in building and sustaining relationships
• Leveraging AI and emergent technologies to create efficient and effective systems
• Human Relation management
• Proficient in using various management tools and applications
• Cultural competence for colleague, student and guest engagement
• Database management 
• Accounts  reconciliation
• Data collection methodologies and analytical tools
• Collaborative and reflective practices for teamwork and improvement

SKILLS

AISC Executive Assistants can demonstrate specific skills and understanding in the following areas:  

• Excellent communication and interpersonal skills, in particular with non-native English speakers 
• Exemplary customer service 
• Strong project management and event management abilities
• Ability to build and maintain positive relationships with diverse stakeholders
• Using technology to enhance and optimize the work and customer experience
• Taking the initiative to manage projects
• Prioritizing people and tasks 
• Fast-paced problem solving 
• Detail-oriented communication, document and presentation production
• Managing time and projects effectively in the immediate, near, medium and long term

 

POSITION DUTIES AND RESPONSIBILITIES

• Manage the Head of School Calendar
• Professionally and personally handle email, telephone and walk-in inquiries and communications
• Welcome visitors to the Head of School office and the AISC campus
• Lead or assist with all Head of School related meetings, events and activities
• Book and manage all Head of School travel arrangements 
• Assist with travel arrangements for any visiting consultants, prospective employees or other employees as needed
• Collaborate with the other (front of house) assistants to support the sectional and departmental events across the school
• Collaborate with the Communications office to ensure that all schoolwide and Head of School specific communications are completed on time and in full
• Collaborate with Human Resources and the Director of Operations to ensure the successful hire and onboarding of all new employees
• Collaborate with Human Resources and the Director of Operations to ensure the successful transition of all departing employees
• Manage all job postings and hiring portals
• Serve the Board of Trustees as requested by the Head of School and Board Chairperson
• Reconcile the Head of School’s expense reports 
• Collate and reconcile the expense reports of all departments and sections reporting to the Head of School
• In collaboration with the departmental and sectional assistants, confirm the accuracy of monthly departmental/spending reports
• Liaise with the operations team as needed to ensure schoolwide safety, security and operations
• Working in collaboration with the Communications team, proofread and edit sectional, department or schoolwide documents and presentations
• Producing information, documents and presentations by transcribing, formatting, inputting, editing, retrieving, copying and transmitting data, text and graphics
• Securing data and records and creating a historical reference system
• Continually identify ways to increase efficiency and effectiveness of schoolwide and Head of School office systems and processes

 

PROFESSIONAL STANDARDS

AISC Executive Assistants are expected to demonstrate effectiveness and growth by:

• Embracing responsibility for student and adult experience
• Modeling personal and professional growth
• Supporting others outside of the office
• Innovating practices and programs
• Collaborating with all community members
• Communicating with all community members
• Building community within and outside of the office
• Embedding wellbeing
• Demonstrating ethics and integrity in all interactions

 

AISC is a thriving community of students, parents and professionals. To support this community, AISC professionals volunteer, participate, and engage with AISC initiatives, events, and programs.

 

PREFERRED QUALIFICATIONS AND EXPERIENCE
AISC seeks Executive Assistants with appropriate experiences that have helped them develop their knowledge, skills, and talents:

• At least two years of relevant experience in a school or fast-paced workplace environment
• Experience serving on a team
• Command of written and verbal English
• Command of verbal Tamil
• Significant experience with Google Suite, Canva, LLMs, Wordpress, mailmerge, customer database systems
• A record of continued professional growth 
• Experience in event management, human resources or administrative management.  

NOTE

The above job description is meant to outline general knowledge, skills and responsibilities. It may be necessary to assume other duties and responsibilities that are not specifically outlined herein.