Executive Secretary

Position Description

SCHOOL / LOCATION

ISG Dammam

DIVISION / DEPARTMENT

Middle

POSITION TYPE

Support Staff

WORKS DAYS / HOURS

POSITION STATUS

Full time

SALARY CODE

Support Staff

ELIGIBLE APPLICANTS
- Saudi National

POSITION START DATE

As soon as possible

APPLICATION DEADLINE

Until filled

REPORTS TO

Trevor Naidoo, Assistant Principal

REQUISITION NUMBER

01-2324-145

Summary

ISG Dammam seeks an energetic Executive Secretary to provide efficient, organized support to the Assistant Principal in the school. The Executive Secretary will organize and maintain the executive’s schedule and assist them by performing various administrative tasks. The goal is to contribute to the efficiency of the school/department by ensuring all assigned duties are carried out in a timely and efficient manner. The Executive Secretary specializes in creating a friendly office environment.

Position Duties
- 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 administrative and financial support to the assistant principal /executive as required, to meet the schools’ needs:

- Organize and maintain the headteacher’s / assistant principal/executive’s calendar and arrange appointments.
- Prepare documents, reports, lists, meeting notes, etc as required.
- Attend meetings and keep minutes.
- Make travel arrangements for the assistant principal/executive.
- Handle confidential documents ensuring they remain secure.
- Take initiative in prioritizing tasks to ensure deadlines are met.
- Provide support for students and parents:

- Prepare and print student IDs as needed.
- Prepare and print student certificates as required.
- Provide relevant information for student references.
- Maintain updated staff and student lists.
- Track and produce a weekly summary report of students’ attendance and discipline analysis.
- Arrange testing or exams, and receive results, as required.
- Assist and coordinate with duties relating to student trips.
- Provide school support by:

- Provide customer service, and meet the informational needs of the schools / ISG stakeholders (staff, students, parents, and ISG personnel).
- Receive and screen phone calls and redirect them as appropriate.
- Prepare invoices, financial statements, reports, requisitions, petty cash, etc about bookkeeping.
- Maintain office supplies and order goods.
- Maintain electronic and paper records ensuring information is organized and easily accessible.
- Conduct research and prepare presentations or reports as assigned.
- Maintain assessment portals - if applicable.
- Coordinate and provide support about IT matters - if applicable.
- Record staff absences - if applicable.
- Create and maintain an events calendar.
- Assist with event preparation.
- Support the ISG finance office requests.
- Assist new staff with ID and Transportation arrangements.
- Provide support for substitute teachers, as required by the school (recruitment, scheduling, recording absence, etc) - if applicable.
- Perform other duties assigned by your supervisor, assistant principal, and or principal.

Qualifications and Knowledge
- Minimum of Bachelor’s degree in a related field of study.
- In-depth knowledge of office management and basic accounting procedures.

Experience and Skills

Experience
- Proven experience as an executive secretary or similar administrative role.

**Skills**:

- Proficient in MS 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.
- Outstanding communication and negotiation abilities.
- Integrity and confidentiality.