Executive Assistant

The successful candidate will be expected to perform the following general responsibilities:

• Demonstrate a commitment to the safety and security of children and young people (child protection).
• Respond to urgent maintenance and custodial requests, dispatching them to appropriate personnel.
• Manage communications and inquiries received through the Support Services inbox.
• Track and assign maintenance requests via Kissflow to designated teams.
• Facilitate security access (Kissflow VAF) arrangements for contractors and vendors.
• Manage procurement activities, including processing purchase requests and finance documents, sourcing vendors, coordinating deliveries, and reviewing contractor invoices.
• Organize monthly maintenance schedules and liaise with external contractors (e.g., pest control, fire safety, pool testing).
• Maintain inventory of office, IT and maintenance supplies for Support Services.
• Process and arrange signage requests for doors, tables, and plaques.
• Record and coordinate the handling of lost and found items.
• Assist with shipment sorting and distribution across ISG campuses.
• Provide comprehensive administrative support to the ISG Operations Department, including maintaining records and databases, managing correspondence and reports, and coordinating meetings and communications.
• Reconcile procurement cards, petty cash, and assist with departmental budget tracking.
• Submit monthly departmental reports, including attendance and absence records.
• Assist with Operations projects, events, and special initiatives as required.
• Assist with the onboarding and offboarding for new contractors (issuance of ID, Code of Conduct, and CP training).
• Releasing and Ordering of toners and staples.
• Perform other duties as assigned by the Director of Operations.
   

The successful candidate will be expected to undertake the following responsibilities as Executive Assistant with specialized tasks:

• Uphold a strong commitment to child protection and the safety and security of children and young people.
• Maintain current knowledge of ISG District policies, procedures, and organizational practices.
• Provide comprehensive administrative, financial recordkeeping, and personal assistant support to the Director of Operations.
• Screen visitors and phone calls; manage correspondence and inquiries.
• Coordinate calendars, schedule meetings, and manage appointments.
• Ensure timely and accurate flow of information within the department.
• Arrange travel and accommodation for the Director of Operations.
• Record and transcribe meeting minutes.
• Prepare and format internal and external communications including memos, emails, reports, and presentations.
• Research, compile, and organize data for executive-level presentations.
• Redirect inquiries and communications to the appropriate personnel.
• Handle confidential information with discretion and professionalism.
• Liaise with the ISG Human Resources department regarding recruitment and employee relations.
• Support event planning and coordination.
• Maintain and organize the office filing system.
• Reserve meeting spaces and equipment, ensuring necessary resources are available.
• Manage staff professional development activities initiated by the principal/administrator, as applicable.
• Operations Support and Purchasing.
• Manage IT and non-IT purchase inquiries and requests from the District Office and all schools, including research, vendor coordination, quote acquisition, and processing of finance documents (e.g., CJF, bid analysis).
• Handle end-to-end procurement for IT infrastructure projects, school maintenance, and building improvements in Aziziyah, Dammam, and Jubail, including purchase requisition, invoice processing, delivery coordination, and project scheduling.
• Oversee the Operations Department's financial transactions by monitoring procurement cards and cash expenditures.
• Track and process district-wide IT software, subscription renewals, and Operations maintenance contracts.
• Manage ISG business accounts with STC and Mobily, including service requests, cancellations, transfers, and portal administration for the District Office and schools.
• Submit monthly absence reports for the Operations Department.
• Manage the inventory of Aziziyah campus keys and flags.