Administrative Assistant - Middle School

Job offer

The Administrative Assistant is the public face and first point of contact for the Sectional parents, students and teachers. The primary functions are to assist the Sectional Principal and Faculty, perform related office management tasks and to provide general information and to manage concerns and questions from parents and students.

What is waiting for you

• Perform personal assistant duties to the Sectional Principal and other duties as assigned by the Principal (manage calendars, set up meetings etc.assist with preparing materials for meetings)
• Assist with various budget requirements
• Manage budgets and petty cash (reimbursement for teachers, monthly accounting and reports to Business Office)
• Develop and maintain good communication and working relationships with staff, parents and external contacts;
• Maintain students database, files of students and student attendance records, keeping notes of late arrivals, early departures
• Manage school system: report cards, transcripts, student schedules, leaving documents, scheduling in Veracross
• Procure and coordinate substitutes for teachers and report monthly records;
• Process local and overseas orders of equipment, books and supplies for the section
• Act as an office manager by keeping up office and staff room supplies and inventory
• Oversee the Sectional Handbook, daily announcements, school profiles
• Manage school databases - Veracross, Schooldude, plusPortal, FMP (orders), School Bookings, Naviance
• Maintain Sectional Google internal calendar, assist with facility and maintenance bookings and requests for the section as well as oversee bookings of Conference rooms.
• Maintain students’ archive files - transcripts, report cards
• Assist with organizing parent night, parent teacher conferences, faculty meetings
• Liaise with other departments of the school
• Format information for internal and external communications - memos, emails, presentations, reports, bulletin boards
• Screen and direct phone calls and distribute correspondence
• Maintain teachers and staff room (copy machines and printers, laminator - keeping up with inventory and service), order refreshments for meetings and conference. Organize events - parent conferences, Holidays and special celebrations
• Help organize field trips

What skills and knowledge should you posses

• Fluency in Czech and English
• Strong organizational and multitasking skills
• Can-do attitude and customer service driven attitude
• Advanced PC-user skills (Google workspace)
• Demonstrated ability to handle confidential information in a sensitive and tactful manner
• Adhere to strict confidentiality involving student matters and internal/external correspondence
• Ability to work accurately and calmly, and show resilience, when under pressure
• Professional Behaviour
• Flexibility
• Excellent phone etiquette and interpersonal communication skills
• Knowledge of the organization and composition of letters, minutes, reports, charts and spreadsheets.

Education and Training required

• Users experience with google suite & drive-based environment,
• Previous experience with Student Management system / Veracross preferred
• Minimum secondary school / college degree
• At least 5 years of relevant working experience in international environment