Executive Assistant

3 giorni fa

Milano, Italia ICSMilan International School A tempo pieno

We are seeking a bilingual (English/Italian) Executive Assistant (EA) to provide the Executive Principal with administrative/secretarial support and is responsible for the day-to-day management of the Executive Principal’s office.

We expect flexbility, discretion and ability to work confidentially. Sense of initiative, willing to adapt to a fast changing environment. working knowledge of English and Italian are essential. This is a complex and dynamic role and the Executive Assistant (EA) will represent the Executive Principal and ICS Milan brand to internal and external stakeholders.

**Main Responsibility and Accountability Areas**
- To provide secretarial/administrative assistance to the Executive Principal, including the effective handling of correspondence, diary, and telephone calls
- Meetings Management including:

- Diary management
- Agenda planning and distribution
- Minute Taking and distribution
- Collation of feedback
- To liaise with members of School staff concerning communication and meetings with the Executive Principal
- To liaise with teaching and non-teaching members of School staff as required
- To liaise with parents (current and prospective) by arranging appointments with the Executive Principal as required
- To assist the Parent Teacher Association (PTA) with communications to the wider community
- To maintain an efficient filing system ( paper and digital)
- To liase with students by arranging interviews with the Executive Principal, and assisting in the direction of students as required
- To assist in the organisation of school functions such as Open Day or other functions as managed by the Executive Principal
- Assist at the front desk and relieving reception when necessary and appropriate
- Organise catering for events hosted by the Executive Principal as required

Other duties associated with the position as requested by the Executive Principal or members of the Senior Leadership Team

**Measures of Good Practice**

The measures of good practice for the Executive Assistant to the Executive Executive Principal include:

- Timely administrative support provided to the Executive Principal
- Effective management of the Executive Principal’s diary
- Effectiveness of the school administrative staff’s organisation and standard of their work
- Quality of communication exercised by the Executive Principal’s office and the College administrative staff
- Attention to detail

**Performance Indicators**

Performance Indicators for the EA to the Executive Executive Principal include:

- Efficient management of the Executive Principal’s diary, and provision of sufficient detail prior to scheduled appointments
- Accuracy in completed work, including letters, minutes and other written information coming out of the Executive Principal’s office
- The administrative support provided to the Executive Principal
- The quality of the communication with parents, students, staff, and wider community exercised by the Executive Principal’s office

**Position Requirements**
- An in-depth understanding of secretarial skills, including word processing, mail merge, database and spreadsheet skills, electronic media and the internet
- A strong working knowledge of the Microsoft suite of works
- Experience in working in an environment that involves dealing with a wide variety of people in a personable involved manner; listening skills and the ability to direct people to their specific needs area is essential
- Ability to manage the day-to-day work flow in a flexible way, allowing for the many unscheduled interruptions that occur
- The ability to make decisions and handle unexpected situations in a mature and professional manner
- Be self-directed, yet able to work as a member of a team
- An understanding of working within a multi-cultural, international environment and to be aware of the uniqueness of the diversities
- Fluency in English and working knowledge of Italian
- Flexibility regarding hours when important deadlines need to be met
- A high level of attention to detail
- An ability to forward plan and keep to timelines and deadlines
- Have a thorough knowledge of the School’s policies and procedures

**Job Types**: Full-time, Permanent

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