[CISS] PERSONAL ASSISTANT TO THE HEAD OF SCHOOL

RESPONSIBILITIES:

The Assistant to the Head of School will act as:

1. An Events Manager

• Maintain a school calendar that notes and advertises through the PR Dept upcoming events such as: College/University Fairs, Math Contests, Saigon Heat and SSA Events, Music concerts
• Serves as the intermediary between teacher or administrator and network of support staff
• Ensures that support services — gates, lighting crew, transportation, facilities are prepared for upcoming events
• Problem solves pre, during and post large events Examples 2016 - 2017 major events:
  • NGO Fair
  • SSA Sports Programs
  • College / University Fair
  • IB Workshop Training
  • Terry Fox Run
  • Regional GIN Conference
  • City wide Science Fair
  • Academic Success Ceremony
  • Graduation Ceremony

2. Oversees all overnight trips/excursions

• Reviews teachers’ applications for overnight trips
• Ensures all paperwork is in order
• Reviews the vendor’s contract
• Works with purchasing in a timely manner to secure a vendor who is acceptable to the Board and to the supervising teacher
• Presents the package to leadership team for approvals
• Translates communication to parent groups
• Hosts with the teacher parent information sessions
• Works with Accounting on all matters pertinent to payments and collection of money for example 2016_2017 trips:
  • CBIE for BCIS / AES October 2016
  • GIN Service Trips
  • Grade level trips
  • Paris Secondary Trip

3. Translator, interpreter, editor

• Attend meetings to translate and assist the Leadership Chair and the BoD, other departments as required.
• Interpret and translate for the Chair of Leadership Team in public events, school events, social events.
• Ensure the message from the Doet/ Moet reach the Leadership Team.
• Translate in parent meetings with the Chair of Leadership.
• Arrange accommodation /travel for meetings, preparation, and distribution of agendas and paperwork for meetings as requested.

4. Coordinator, messenger person

• Participate in the school’s performance management programme, school policies and procedures to coordinate with supporting departments.
• Manage incoming correspondence referring on as appropriate screening telephone calls, enquiries, and requests, and handling them as appropriate.
• Work closely with financial departments on time to clear the balance for all school’s licenses, softwares, databases such as IB, library, OSSD, EQAO.

5. Host to visiting delegations

• Is the contact person for visiting teams, receive visitors on behalf of the Leadership Team
• Where the Board is hosting e.g. TDSB or CBIE the Assistant will coordinate with supporting staff to make hotel and transportation arrangements, where necessary secure VISAs and work closely with Purchasing to ensure all paperworlk is in order

6. Data Tracker

• Supporting Leadership Chair’s management of administrative duties including inputting and analysis of school data. And preparing necessary documents and reports.
• Organize and file paperwork, documents, and computer - based information.

Duties include but are not limited to the following:

• Working closely with website team
• Gathering information for weekly and monthly calendars and for Leadership Message for the Journey
• Attend weekly Leadership Meetings
• Attend meetings with the Chair and Board of Directors
• Regular communication with Operations Staff

7. Communication with parents

• Overseeing emails to parents in all parts of the school system, this includes translation and transcription of notices and daily correspondence in response to familial/ parental inquiries and the direction of such correspondence to the appropriate department for example, Accounting, Transportation, Food Services
• Supports HR in working with foreign Teachers
• Act as a secretary cum interpreter for leadership team and Board of Directors in all meetings.
• As CISS attains an increasingly significant profile in the city and in the international school community we have hosted more and more events. Our growing secondary school population also have heightened expectations in terms of co-curricular activities and experiential learning opportunities. As teachers strive to challenge and excite

This Job Description is not limited to the duties / responsibilities described above and will be subject to changes to incorporate any duties / responsibilities to reflect the job scope / business requirements.