Executive Assistant

**Position Objective**

Stamford American International School seeks an experienced Executive Assistant to provide high-level secretarial and administrative support to the Superintendent. The school is a large, dynamic international school with 3,200 students representing 75 nationalities and more than 600 staff members.

This role requires exceptional organizational skills, strong attention to detail, and the ability to handle confidential information with utmost discretion. The Executive Assistant will play a crucial role in managing the day-to-day operations of the Superintendent’s office and ensuring efficient communication and coordination within the school community.

The environment is fast-paced, and the role requires an individual who is highly flexible and adaptable. It further requires an individual who can perform hands-on operational tasks, as well as higher-level thinking and communication assignments.

The successful applicant for this key position will be an individual who is a self-starter and does not need close supervision.

**Responsibilities**

**The job holder’s responsibility for promoting and safeguarding the welfare of children and young person’s for whom they are responsible, or with whom they come into contact will be to adhered to and ensure compliance with the relevant Cognita Safeguarding; Child Protection Policy and Procedures at all times. If in the course of carrying out the duties of the role, the job holder identifies any instance that a child is suffering or likely to suffer significant harm either at school or at home, they must report any concerns to the School’s Designated Safeguarding Lead or to the Head or indeed to the Cognita Regional Safeguarding Manager so that a referral can be made accordingly to the relevant third party services.**

The main responsibilities of this position include:
**1.** **Administrative Support**
- Manage the Superintendent’s calendar, schedule appointments and coordinate meetings, ensuring optimal use of time
- Prepare and organize materials [agenda, minutes] for internal meetings such as Executive Leadership Team Academic Board and all staff meetings
- Meet and greet current/prospective families and other visitors to the school who are meeting with the Superintendent
- Maintain filing systems, both physical and electronic, to ensure easy retrieval of documents/information/data
- Provide other secretarial support as needed

2. **Communication & Liaison**
- Serve as a point of contact for internal and external stakeholders, maintaining a professional and positive demeanor
- Coordinate and prioritize communications on behalf of the Superintendent, ensuring timely and accurate dissemination of information
- Organize and send Superintendent cards/postcards, as well as “leaver gifts” to staff and students
- Partner with the communications team to support parent and staff presentations
- Facilitate effective communication between the Superintendent and various departments, faculty, staff and parents within the Stamford community
- Collaborate with other administrative staff to ensure efficient operations and resolve issues in a timely manner

**3.** **Event Planning & Travel Coordination**
- Assist in organizing school events, conferences and meetings -- logistics, reservations, and coordination of attendees - including two annual all-staff parties
- Make travel arrangements for the Superintendent and others in the leadership team, as required, including flight bookings, accommodations, visa requirements, etc.
- Prepare itineraries, agendas and necessary documentation for travel and events, ensuring smooth execution

**4.** **Confidentiality and Discretion**
- Handle sensitive and confidential information with the utmost discretion and professionalism
- Maintain confidentiality of student and staff records, contractual and financial information, personnel matters and other sensitive documents
- Ensure compliance with data protection regulations and maintain the highest level of integrity in handling confidential information

**5.** **Office Management**
- Manage the Superintendent’s office, including maintaining supplies, equipment, and inventory
- Coordinate and prioritize tasks to ensure the smooth operation of the office
- Assist with budget management and expense tracking
- Handle general administrative duties

**Experience & Competencies**
- At least 5 years of experience providing quality, high-level administrative support to senior management executives
- Experience working in fast-paced organizations or in the education sector
- Excellent communication skills, both verbal and writing
- Excellent skills to enhance the internal and external customer experience
- Ability to build trust and strong working relationships with multiple stakeholders
- Impeccable attention to detail and good project management skills
- Adaptable and resourceful to provide immediate support and troubleshooting
- Highly discrete
- High expectations