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Home >> Job Search >>Recruitment >> Executive Assistant to DFO and the Board - THE AMERICAN INTERNATIONAL SCHOOL OF GUANGZHOU (AISG)
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Executive Assistant to DFO and the Board - THE AMERICAN INTERNATIONAL SCHOOL OF GUANGZHOU (AISG)


                                                                 JOB TITLE: Executive Assistant to DFO and the Board

                                                         SCHOOL / DEPT: Business Office

                                                         REPORTS TO: Director of Finance and Operations

                                                                 REVISION DATE: January 8, 2019           


       JOB GOAL / PURPOSE:

• Responsible for administrative support to the School Board and Director of Finance and Operations.


RESPONSIBILITES / DUTIES:


Responsibilities 1:

• Attend and take notes at Board Meetings, record the disposition of all matters on which the Board considered action. Take accurate detailed minutes of complex meetings and maintain public and confidential Board Business.

• Follow up needs and outstanding tasks with the school Board members, School Administrative and other stakeholders.

• Assist the School Board to maintain Board related Procedure and Policies.

• Assist the School Board to maintain and enhance relationships with all related local Bureaus.

• Organize Town Hall, Parent Meetings, and School Board events.

• Maintain the filing and archiving of all correspondence and documentation; whether in electronics or hard copy format so that it’s easily accessible to the School Board Member.

• Provide document translation from Chinese to English and English to Chinese for the Board as requested.  Act as interpreter for different meeting with Business partner or Chinese Government Offices.

• Perform Secretarial duties for the School Board, which includes scheduling and organizing meetings, drafting and distributing of meeting agendas, booking and setting up venues, taking of minutes in a timely manner.

• Assist with travel arrangements for the School Board to attend school related events/conferences, including booking of flights and hotels, scheduling meetings, providing or coordinating needed materials and documents, drafting of detailed itinerary of trip, etc.

• Organize, coordinate and assist with special projects and/or perform any other duties as assigned by the School Board.

 

        Responsibilities 2:

• The person is responsible for providing support to the DFO and coordinating other needs in the Business Office. He/she will work closely with DFO, department heads, admin, and support staff to ensure effective communication and coordination.

• Keep all school licenses and certificates current. Proactively track the status of school licenses and certificates and make sure all licenses and certificates are renewed in a timely manner.

• Keep track of all school contracts. Inform relevant contract owners the contract status and follow up to ensure contracts are renewed each year in a timely manner. Keep contracts organized for each reference.

• Help maintain Policies and procedures.

• Support DFO in preparing for and attending Finance Committee meetings and following up on actions items.

• Attend and take minutes for the School Leadership Team meetings and Operation meetings. Follow up on any action items.

• Attend other meetings and take minutes as assigned by DFO.

• Translate key documents into English or Chinese.

• Organize school events and activities as required.

• Support DFO in maintaining key relationships.

• Manage DFO schedule: coordinate with relevant parties to schedule the meetings, prepare for the meetings, and follow up on action items.

• Support DFO with taking on Board and School initiatives,

• Support DFO with other administrative tasks such as arranging travel, restaurant booking, reimbursement, etc.  

• Other tasks and duties as assigned by DFO.

 

QUALIFICATIONS AND EXPERIENCE REQUIRED:

• Goal oriented and gets things done independently and effectively.

• The ability to serve as a confidential employee with regards to all matter of business within the DFO Office the office of the Board. Maintain integrity of confidential information.

• Resourceful and has strong problem-solving skills.

• Strong communication skills and the ability to work with people from different cultures and with different perspectives.

• Detail oriented

• The ability to work under tight schedule and sometimes under pressure, maintaining positive attitude. 

 

The ideal candidate should have the following qualifications:

• Minimum of Bachelor degree in Business or relevant field, Master degree is a plus, but not required.   

• At lease 3-5 years working Administrative support to the Top Management; finance and legal knowledge background would be advantageous.

• Proven track record of working under tight timeline in previous work experience.

• Fluent verbal and written English

• Excellent computer skills, including Word, Excel and PowerPoints and other Microsoft software.

 

Deadline for application: Friday Jan 18, 2019.

 

   Interested and qualified applicants are welcome and encouraged to apply to Current Opportunities Page on the AISG  website.


   NOTE: Candidates are encouraged to apply early, as AISG reserves the right to conclude the search prior to the announced deadline.

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