Executive Secretary
Position Description
Location
Al Khobar, Eastern, Saudi Arabia
School / Site
Division / Department
High School
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
Brent Wingers, Principal
Requisition Number
04-2526-080
Summary
Executive Secretary to HS Assistant Principals and IB/AP Coordinator is a key member of a dynamic team serving the office of the American School Dhahran. The position is primarily responsible for providing administrative support to the HS Assistant Principals and IB/AP Coordinator, maintaining and coordinating both offices, and working with and supporting the high school students.
Position Duties
The successful candidate will be expected to:
- Demonstrate commitment to the safety and security of children and young people (child protection).
- Maintain communication and working relationships with all stakeholders.
- Provide customer service and meet informational needs of ASD stakeholders (HS staff, HS students, HS parents, and ISG personnel).
- Maintain a safe learning environment for students and staff at all times.
- Provide administrative support to ASD High School Assistant Principals and IB/AP Coordinator.
- Manage Assistant Principals’ and IB/AP Coordinator’s appointment calendars and schedule.
- Process emails, correspondence, phone inquiries, parent visits, etc., related to the HS Assistant Principals and IB/AP Office.
- Take initiative in prioritizing tasks to ensure deadlines are met and the overall administrative function of the school runs smoothly.
- Respond to urgent requests.
- Exercise reasonable judgments.
- Acquire and maintain a working knowledge of ISG Support Services policies, practices, and procedures.
- Be part of the safety and emergency team.
- Organize and prepare documents for meetings, including taking attendance and minutes.
- Create and maintain event calendars for high school students and staff.
- Build a Skyward/yearbook photo schedule for the high school students.
- Process and print ASD high school students’ ID Badges.
- Process and print the replacement of the broken and lost ID Badge.
- Responsible for coordinating with the HS Assistant Principal about the events in the high school department, including updating the event calendar when necessary, overseeing event action plans, booking facilities, liaising, and coordinating with all relevant parties.
- Check, monitor, and review the All-in-One and transportation requests via KissFlow prior to approval.
- Coordinate with ISG Support Services about any additional information or KissFlow requests
- Perform other duties as assigned by the High School Assistant Principals
IB/AP Coordinator
- Package and mail off Tasks and assignments as per IBIS instructions.
- Routinely checking notices on IBIS.
- Register Students for IB exams.
- Generate a student roster enrolled in AP Courses and match it to the list of MyAP College Board.
- Coordinate with the ASD bookkeeper the students’ exam fees received from the IBO and the College Board.
- Inform the IB/AP Coordinator of the number of proctors needed for the mock and actual examination.
- Organize IB/AP exams, including AIO, student desk labels, etc.
- Organize and securely store all the IB/AP exams that have been delivered.
- Package and mail off both IB/AP exams.
- Keep IB/AP website information updated.
- Create and maintain the IB Application spreadsheet.
- Enter IB Year 1 course request and role over IB Year 2 schedules via Skyward.
- Keep track of HL hours and submit the voucher time.
- Create a schedule of English A Lit & Language and Language B Internal Oral Assessments, to be reviewed and approved by the IB Coordinator.
- Enter IB students’ request for results service and legalization of results on IBIS.
- Enter Predicted Grades and students’ IA work uploads on IBIS.
- Communicate and disseminate to former IB students and their parents the IB diplomas and course results received from the IBO.
- Organize and file IB results on the shared drive.
- Coordinate and book travel arrangements for IB/AP staff initiated by the IB/AP Coordinator.
- Organize IB events, including, but not limited to, IB Grade Release meeting, IB Feedback with the Principal, and IB Commitment Day.
- Respond to urgent requests
- Exercise reasonable judgments
- Perform other duties as assigned by the IB/AP Coordinator.
Qualifications and Knowledge
The ideal candidate will have:
- Minimum of a Bachelor’s degree in a related field of study.
- Excellent knowledge and understanding of the use of IT in an administrative role.
Experience and Skills
The ideal candidate will have:
Experience
- Previous experience in secretarial roles (preferred).
Skills
- Excellent command of English, both written and oral.
- Highly developed organizational skills.
- Outstanding verbal and written communication skills.
- Maturity to handle a range of situations.
- Loyalty and a high level of confidentiality.