Executive Assistant

vor 2 Wochen

Genf, Genf, Schweiz Nord Anglia Education Vollzeit

Date:27 May 2024
Location:
Geneva, CH
Job ID:2797
School:Collége du Léman, Geneva
Company:Nord Anglia Education- WHO WE ARE

  • Collège du Léman is one of Switzerland's most prestigious international schools, located on the edge of Lake Geneva in view of the Swiss Alps. We welcome children from 2 to 18 years old to become part of a truly international community with more than 120 different nationalities. Our vision is to shape generations that harness differences and empower our students to change the world for the better.
  • We nurture individual strengths through our outstanding educators and the sheer breadth of opportunities that we offer as part of our curriculum and activities.
  • Collège du Léman is part of the Nord Anglia Education family of more than 80 premium schools, educating students in over 30 countries.
  • MAIN PURPOSE OF THE ROLE
  • This position provides comprehensive administrative, organisational, and logístical support to the Director General and the wider Senior Leadership Team (SLT).

KEY RESPONSIBILITIES

  • Organise and maintain the Director General's agenda;
  • Manage in a timely and efficient manner all administrative processes, including travel arrangements, expense claims, meeting coordination and management of business correspondence;
  • Organise complex internal meetings and external events, and manage the related logistics including meeting venue bookings, catering services, travel arrangements, hotel reservations, documentation and folders, slide presentations;
  • Organise team meetings and working groups, including agenda setting, preparation of documents, and distribution and archiving of minutes;
  • Coordinate the visit of Nord Anglia Education (NAE) corporate officers from the United Kingdom;
  • Provide confidential file followup and liaise with legal counsel;
  • Produce documents, briefing papers and reports;
  • Draft minutes of Senior Management and other internal meetings;
  • Issue timely and accurate communications to all personnel and to the larger community in close collaboration with the marketing department;
  • Liaise with external bodies in matters relating to the institution's business, including member associations, government departments, accreditation bodies and other schools;
  • Book travel arrangements and hotel accommodation for senior managers and admissions representatives on business and recruitment trips;
  • Coordinate yearly class photos across all sections with the institution's official photographer and organise the class schedule in collaboration with section assistants;
  • Book student permit appointments at the Office cantonal de la population et des migrations (OCPM) for new and returning boarding students;
  • Maintain office systems, including data management and key performance indicators; and
  • Provide support to academic assistants and the admissions department as required.
  • In addition to the above, the position involves the following projects:
High School Graduations

  • Coordination of yearly senior graduation ceremonies for 800 parents and 200 students, including monthly team meetings, venue booking, coordinating logístical requirements, contracting livestreaming services, photography and organising the cocktail reception.
School Yearbooks

  • Production of four yearbooks (preschool, primary, middle school and high school), including regular meetings with yearbook coordinators, defining requirements with the graphic designer, proofreading drafts, and meeting production deadlines.
Event Management

  • Organisation of yearly Christmas parties, logístical support for primary and middle school graduations, and organisational support to other departments as required.
  • In collaboration with the school's Parent Faculty Association (PFA), the role involves the following duties:
  • Collaborate with school faculty and the PFA to define the school's Parent Academy Programme, secure guest speakers, promote event registrations through advertising and internal communications, book travel arrangements and coordinate event logistics;
  • Organise the backtoschool barbecue and PFA International Day for preschool and primary families, including catering, logistics, security, promotion, transportation and securing official authorisations; and
  • Schedule and participate in regular PFA meetings with senior management.
  • In collaboration with the Accounting Department, the position involves the following responsibilities:
  • In collaboration with the school's Human Resources Department, the role involves the following duties:
  • Schedule interviews with Senior Leadership Team members and school managers;
  • Update the recruitment database during each step of the recruitment process; and
  • Provide administrative followup.
Profile

  • High degree of independence, ability to anticipate possible issues and respond quickly to challenges;
  • Exceptionally attentive to detail and time management;
  • Strong administrative and project management experi

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