Executive Secretary

Summary

The Guidance Department’s Executive Secretary is a key member of a dynamic counseling office. The position is primarily responsible for providing organized administrative support to the counselors and also specializes in creating a friendly and counseling office environment.

Position Duties

The successful candidate will be expected to:

• Demonstrate a commitment to the safety and security of children and young people (child protection).
• Acquire and maintain a working knowledge of ISG District organization policies, practices and procedures.
• Provide customer service , meet informational needs of the schools / ISG stakeholders (staff, students, parents and ISG personnel).
• Manage any bookkeeping requirement of the counseling office.
• Handle and prioritize all outgoing or incoming phone calls/correspondence of the department (e-mail, letters, packages, reports etc.).
• Organize meetings and prepare minutes.
• Conduct research and prepare presentations or reports as assigned.
• Manage and organize admission assessments and standardized testing (e.g MAP, PSAT, SAT, AP, etc). - if required.
• Manage the department's events (Principal-Parent Info Night, Parent-Teacher Social, PTC, Graduation, etc), including overseeing event action plans, facility bookings, liaising and coordinating with all relevant parties.
• Make travel arrangements for the counselors and students, if needed.
• Maintain files.
• Handle confidential documents ensuring they remain secure.
• Exercise excellent judgment at all times.
• Take initiative in prioritizing tasks to ensure deadlines are met.
• Track and produce a weekly summary report of students’ attendance and discipline analysis - if applicable.
• Create and maintain event calendars for students, staff and ISG District Office - if applicable.
• Be part of the Master Schedule Building Team - if applicable.
• Be part of the Safety and Emergency Team - if applicable.
• Maintain a good working relationship with colleagues, students, parents and ISG personnel.
• Perform other duties assigned by your supervisor and or principal.

Qualifications and Knowledge

The ideal candidate will have:

• Minimum of Bachelor’s degree in a related field of study.
• In-depth knowledge of office management and basic accounting procedures as well as technical vocabulary of relevant industry.

Experience and Skills

The ideal candidate will have:

Experience

• Proven experience as an executive secretary or similar administrative role.

Skills

• Proficient in Microsoft Office and Google Suite.
• Expert in English (both written and verbal).
• Familiarity with basic research methods and reporting techniques.
• Excellent organizational and time-management skills.
• Ability to maintain confidentiality.