Executive Secretary (Athletics and Activities)

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