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Job Description

Job Title:
Executive Secretary (Athletics and Activities)
School / Location:
School / Department:
Whole School
Job Status:
Salary Code:
Support Staff
Work Days / Hours:
210 days @ 8 hours per day
Eligible Applicants:
Position Start Date:
As soon as possible
Application Deadline:
Until filled
Reports to:
Holly Chapman, Athletics and Activities Director
Requisition Number:

The Executive Secretary( Athletics and Activities) is a key member of a dynamic team serving the Athletics and Activities Director and the various ISG schools athletics management teams.  The position is primarily responsible for providing administrative support to the Athletics and Activities Director and the various schools activity coordinators, and maintaining a close working relationship with ISG Support Services and Transportation Department.

Job 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 Athletics and Activities Director and Athletics Coordinators in all ISG schools
  • 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
  • Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders
  • Make travel arrangements for the Athletics and Activities Director, ISG Athletics staff, and students
  • Manage athletics and activities calendar and schedule
  • 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 the athletic director in managing athletic tournaments both inside and outside the country
  • Organize and prepare documents for the  athletic teams traveling plan, such as tickets, passport, visa, etc.
  • Organize and prepare documents for students school-related traveling plan, such as tickets, passport, visa, etc.
  • Coordinate with ISG Support Services and Transportation in supporting all  athletics and activities events
  • Work closely with bookkeeper in managing student financial needs for athletic events
  • Responsible for facilities bookings
  • Be part of the safety and emergency team
  • Be part of the athletics administrative assistant team
  • Take initiative in prioritizing tasks to ensure deadlines are met
  • Respond to urgent requests
  • Exercise reasonable judgments
  • Maintain communication and working relationship with all stakeholders
  • Provide customer service and meet the informational needs of ISG Athletics stakeholders (staff, students, parents and ISG personnel)
  • Maintain a safe learning environment for students and staff at all times
  • Maintain athletics and activities director's agenda and assist in planning appointments, board meetings, conferences etc.
  • Perform other duties as assigned by the Athletics and Activities Director
Qualifications and Knowledge

The ideal candidate will have:

  • Minimum of Bachelor’s degree in a related field of study
  • Excellent knowledge and understanding of the use of IT in administration role
Experience and Skills

The ideal candidate will have:


  • Previous work experience as a secretary


  • Excellent command of English, both written and oral
  • Excellent Time-management skills
  • Highly-developed organizational skills
  • Maturity to handle a range of situations
  • Strong interpersonal skills
  • Outstanding verbal and written communication skills