Executive Assistant
Position Description
Location
Al Khobar, Eastern, Saudi Arabia
School / Site
Division / Department
Activities
Position Type
Support Staff
Works days / Hours
Works days
210
days
@ Works hours
8
hours per day
Position status
Full time
Salary code
Support Staff
Eligible Applicants
Saudi National
Position start date
Application deadline
Until filled
Reports To
Holly Chapman, Athletics & Activities Director
Requisition Number
08-2526-059
Summary
The Activities Executive Assistant is a key member of the International School Group’s administrative team, supporting the planning and execution of after-school programs, school clubs, field trips, and WOW trips across all ISG schools. This position ensures efficient financial tracking, booking logistics, and coordination of the used platforms. The successful candidate will work closely with the Athletics & Activities Director, Athletics & Activities Executive Assistant, WOW Coordinators, ASA Coordinators and school-based leads to provide seamless support across co-curricular programs.
Position Duties
The successful candidate will be expected to:
- Demonstrate a commitment to the safety and security of children and young people (child protection).
- Provide administrative assistant support to the ISG Athletics and Activities Director and School-Based Coordinators for after-school activities (ASA), clubs, and field trips, including WOW trips.
- Receive and screen phone calls and redirect them when appropriate.
- Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages, etc.).
- Prepare invoices or financial statements and provide assistance in bookkeeping, including for school clubs and ASA programs.
- Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders.
- Make travel arrangements for staff and students participating in overnight school field trips and WOW, and other related events.
- Manage ASA, field trips, and WOW calendars and schedules.
- Conduct research and prepare presentations or reports as assigned.
- Acquire and maintain a working knowledge of ISG Support Services policies, practices, and procedures
- Maintain electronic and paper records, ensuring information is organized and easily accessible.
- Assist in organizing school-hosted ASA and club events and inter-school field trips.
- Organize and prepare documents for student travel plans, such as tickets, passport, visa, etc.
- Coordinate with ISG Support Services and Transportation in supporting all ASA, club, and trip-related events.
- Work closely with the Finance department in managing student financial needs for clubs, ASAs, and trips.
- Responsible for facilities bookings related to ASAs and events.
- Be part of the safety and emergency team during field trips and events.
- Be part of the administrative assistant team for activities and academic trips.
- Take initiative in prioritizing tasks to ensure deadlines are met.
- Respond to urgent requests and logistics changes.
- Exercise reasonable judgment in handling dynamic situations.
- Maintain communication and working relationships with all stakeholders, including parents, teachers, vendors, and school administration.
- Provide customer service and support the informational needs of ASA, trip, and WOW stakeholders (staff, students, parents, and ISG personnel).
- Maintain a safe environment for students and staff at all times.
- Maintain the Activities Director’s agenda and assist in planning meetings, briefings, and conferences when needed.
- Collaborate with the Athletics and Activities team for cross-coverage and joint initiatives.
- Perform other duties as assigned by the ISG Athletics & Activities Director.
Qualifications and Knowledge
The ideal candidate will have:
- A minimum of a Bachelor’s degree in a relevant field.
- Strong understanding of administrative systems, budgeting, and travel logistics.
- Familiarity with experiential learning, co-curricular programming, or educational travel preferred.
Experience and Skills
The ideal candidate will have:
Experience
- Prior administrative or executive assistant experience, especially in an educational setting.
- Experience with financial tracking, booking systems, and online platforms (e.g., SchoolBuddy preferred).
Skills
- Excellent command of English, both written and verbal.
- High attention to detail and strong organizational skills.
- Ability to manage multiple priorities and deadlines.
- Proactive problem-solving and decision-making skills.
- Strong interpersonal communication and collaboration abilities.
