Executive Assistant To The Head Of School

at  The International School Of Panama

Executive Assistant to the Head of School Reports to: Head of School Collaborates closely with: Leadership Team and Board of Trustees Position Summary The Executive Assistant provides high-level administrative support to the Head of School, ensuring the efficient management of school operations. This role requires exceptional organizational skills, confidentiality, professionalism, and the ability to anticipate needs and take initiative. The Executive Assistant also serves as a liaison to the Board of Trustees and external stakeholders, maintaining strong communication and coordination across the school community.
Key Responsibilities Administrative and Executive Support Provide administrative and personal assistance to the Head of School, including managing correspondence, scheduling, and logistical support.
Maintain and oversee the Head of School’s calendar, appointments, travel arrangements, and commitments.
Organize and maintain an efficient filing system for school records and confidential documents.
Draft, edit, and translate letters, memos, and reports as needed.
Screen and direct phone calls, emails, and visitor inquiries to ensure appropriate handling.
Prepare materials for presentations, conferences, and workshops.
Arrange and coordinate meetings, including those with parents, students, faculty, staff, and external stakeholders.
Maintain school-wide building-use and civic calendars.
Handle non-routine correspondence and ensure timely responses to requests.
Coordinate the preparation and distribution of mail and official communications.
Attend school hearings, take accurate meeting minutes, and present them for approval.
Board of Trustees Support Organize board and committee meetings, ensuring timely distribution of notices and materials.
Prepare meeting agendas for approval and compile relevant background materials.
Attend board meetings, take accurate meeting minutes, and present them for approval.
Serve as a liaison to board members, assisting with access to necessary information and materials.
Confidentiality and Record-Keeping Maintain and safeguard sensitive information with the highest level of confidentiality.
Ensure proper maintenance of school archival documents and historical records.
Serve as a point of contact with the Ministry of Education and other agencies, coordinating necessary documentation and reports Operations and Logistics Supervise and coordinate daily messenger services to ensure efficiency and accuracy.
Oversee and organize support services provided by office staff for the Head of School and principals.
Assist with school accreditation processes by managing clerical tasks and documentation.
Coordinate travel arrangements for school representatives, consultants, and others participating in official school events abroad as requested.
Other Responsibilities Maintain a professional appearance and a positive attitude, representing the school’s values in all interactions.
Demonstrate flexibility in working hours, occasionally adjusting schedules based on school needs.
Support the Head of School in fostering a welcoming and organized school environment.
Perform other duties as assigned to support the school’s mission and operational effectiveness

Please refer the Job description for details