Executive Assistant to the President

Department: Central Administration

Reports to: President

School year: 2023 - 2024

Basic Function and Scope:

The Executive Assistant to the President performs a variety of activities and initiatives for the President’s Office. These include maintaining a flow chart of activities and follow-up on projects when required, performing typing and office duties, updating files and the President’s Protocol list, as well as keeping the President’s appointment calendar.

Attends Board of Trustee and Executive Committee meetings and keeps written records of decisions made at these meetings (minutes). Also coordinates all of the administrative matters for the Board of Trustees, Executive Committee and other administrative meetings. Initiative is vital for the person who holds this position.

Further to the above, the Executive Assistant to the President oversees and leads the following: Community Public Affairs, Outreach, Alumni Affairs, and is the liaison to the school’s legal counsel as regards the President’s Office.

Duties Performed:

1. Maintains a flow chart of activities covering the entire operation of the Office of the President and follows up on all projects to ensure that they are completed efficiently and on schedule.
2. Performs typing of the entire President’s correspondence, including letters, memorandums, e-mails, reports, etc. Distributes/circulates documents to appropriate audiences.
3. Maintains a diary, arranging meetings and appointments (calendar management), receiving and screening incoming telephone calls for the President, taking messages for the President and making out-going calls as needed. Interpersonal skills are imperative for this position.
4. Maintains extensive digital and regular filing system documenting the President’s involvement in all aspects of school operations. Ensures efficient access and security at all times. Confidentiality is essential.
5. Attends the monthly Board of Trustees meetings, Executive Committee meetings, and all other such related meetings as Recording Secretary. Responsible for transcribing the minutes and following up on actions and decisions of the Board requiring implementation by administrators and requested reports of the Board of administrators.
6. Coordinates the schedule for the Board of Trustees and other related meetings, assists the President in the preparation of the agenda, contacts the various Board members regarding times and dates of meetings, arranges that all pertinent materials are distributed in a timely fashion prior to these meetings.
7. Annually compiles and updates the protocol list for educational events, such as commencement exercises, Board receptions, and the President’s social events. Responsible for creating invitations, working with the graphics designer/printer to ensure that the final product is both accurate, and professional in its presentation. Responsible for preparing and sending said invitations to the appropriate parties as required for each specific event.
8. Ensures that the meeting room or other facilities are set up appropriately for all meetings and that adequate refreshments are provided.
9. Performs other duties such as coordinating school related projects between the three building administrative assistants, preparing purchase requisitions as required, answering inquiries from parents, students and faculty regarding school related issues both in person, by phone and through email.
10. Screens, proofreads and sends all school-related informational correspondence to the parents/faculty/staff community.
11. Is responsible for completing educational questionnaires as received throughout the year. Also responsible for compiling and completing the Annual GRASP Grant (Department of Overseas School).
12. Is responsible for creating the next year’s school calendar that outlines the holidays, quarters, semesters, etc. that will be presented to the administration for review and finalization.
13. Updates the Institutional Policies as needed.
14. Assists the PTO whenever asked in their initiatives for supporting ACS Athens.
15. Takes on projects and assists where necessary.
16. Is the point person for all the administrative assistants of the school. Provides guidance, training and acts as a role model for them.
17. Other duties as assigned by the President.

Work Contacts:

Has frequent contact with the Area Leaders, faculty, staff, parents, and students addressing a wide variety of School related issues for coordination purposes. Also has frequent contact with Board members regarding Board matters and periodic contact with companies and embassies concerning school related issues, as well as with institutions ACS Athens has collaborations with regarding different initiatives. Key to this position is keeping positive working relations with all entities for the smooth running of the President’s Office, but also for the image of the school.

Independence of Operation:

Performs duties in accordance with established procedures (policies and by-laws) and specialized administrative standards. Completed assignments are subject to review prior to distribution by the President.

Minimum Requirements:

• Bachelor’s Degree or equivalent;
• Three (3) years experience in senior secretarial position with computer literacy;
• Fluency in written and spoken English and Greek;
• Computer literacy.

Application Procedure:

To be considered for this vacancy, please complete this form and submit in English:

• A resume outlining professional experience, skills and educational qualifications;
• A cover letter, that includes a statement of how the candidate connects to the ACS Athens’ mission;
• The contact information for three professional references.