Department Secretary Full-Time

Position summary:

The Executive Secretary provides support to the Director and Board of Directors. Generally,
the Executive Secretary serves as the primary point of contact for internal and external constituencies on matters pertaining to the Director and Board of Directors. The Executive
Secretary must be creative and enjoy working within a dynamic environment that is missiondriven,
results-oriented and community focused. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Secretary will have the ability handle a wide variety of activities and confidential matters with discretion.

Supervisered, evaluated by & reports to:

• The Director

Minimum qualifications:

• Bachelor’s Degree preferred;
• Academic Language Proficiency in English;
• High degree of technological literacy;
• Portuguese language fluency preferred;
• Prior Experience as a Secretary;

Performance responsabilities:

Director Support

• Completes a broad variety of administrative tasks for the Director including:
• Managing an extremely active calendar of appointments;
• Composing and preparing correspondence that is sometimes confidential;
• Arranging complex and detailed meetings, events, itineraries, and agendas;
• Compiling documents for related meetings and events;
• Plans, coordinates and ensures the Directors schedules are followed and respected;
• Communicates directly, and on behalf of the Executive Director and Board of
  Directors;
• Utilizes various databases to support daily operations;
• Manages administrative and confidential files;
• Provides a bridge for smooth communication between the Director and the Community; demonstrating leadership to maintain credibility, trust and support internally and externally;
• Works closely and effectively with the Director to keep them well informed of
  upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the school to determine priority of issues;
• Successfully completes critical aspects of deliverables, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Executive Director’s ability to effectively lead;
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows
  through on projects to successful completion, often with deadline pressures;
• Facilitates coordination of travel for the Director;
• Other duties as assigned by the Director;

Board Support

Completes a broad variety of administrative tasks for the Board of Directors including:

• Serves as liaison to Board of Directors and the Director;
• Maintains discretion and confidentiality in relationships with all board members;
• Adheres to compliance with applicable rules and board policies regarding board and board committee matters, including meeting requirements for advance distribution of materials before meetings in electronic/paper format;
• Attends Board and Committees meetings and provides assistance in organizing the
  agenda, minutes, and logistics for meetings;
• Assists the Board of Directors with elections of new members;
• Other duties as needed by the Board of Directors.

Additional Responsibilities

Completes an array of activities on an ad-hoc basis to support the school including:

• Project support as needed;
• Supports the coordination of school-wide calendars;
• Other duties as assigned.

AISM Belives:

• That each employee makes a significant contribution to our success;
• That contribution should not be limited with the assigned responsibilities;
• Therefore, this position description is designed to outline primary duties;
• Qualifications and job scope, but not limit the employee or AISM to only the work identified.
• It is the expectation of the School that each employee will offer his/her services wherever and
  whenever necessary to ensure the success of our organization.