[AES] ASSISTANT TO MD

Job Description

This role provides administrative support and works collaboratively to provide confidential administrative and secretarial support to the Board of Directors (BOD), in compliance with regulations and standards. Supports the Board of Directors in the administration and customer service as well as organizational change and development initiatives, projects, and activities that further the goals of AES and its strategic goals and objectives

1. Translator, interpreter, editor:

- Attend meetings to translate and assist MD, other departments as required.

- Interpret and translate for the MD in public events, school events, social events.

- Provides assistance and represents the MD, as appropriate, in communicating with parents if needed;

2. Coordinator, messenger person:

- Completes a broad variety of administrative tasks for the MD including; managing an extremely active calendar of appointments; completing reports; composing and preparing correspondence that is sometimes confidential; copying, reviewing outside mail, scanning and filing documents, screening phone calls and visitors, maintaining executive files, arranging detailed business travel plans, itineraries, and agendas; and compiling documents for business travel-related meetings.

- Manage incoming correspondence referring on as appropriate i screening telephone calls, enquiries and requests, and handling them as appropriate.

- Completes critical aspects of deliverables and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others departments; monitoring progress; problem solving; making adjustments to plans;

- Independently researches, prioritizes, and follows up on multiple incoming issues and concerns addressed to the MD, including those of a sensitive and/or confidential nature; determines appropriate course of action, referral, and/or response;

3. Data Tracker:

- Supporting MD management of administrative duties including inputting and analysis of school data. And preparing necessary documents and reports.

- Organize and file paperwork, documents and computer - based information.

4. Host to visiting delegations:

- Is the contact person for visiting teams, receive visitors on behalf of the Leadership Team.

- Where the Board is hosting e.g. TDSB or CBIE the Assistant will coordinate with supporting staff to make hotel and transportation arrangements, where necessary secure VISAs and work closely with Purchasing to ensure all paper work is in order.

- Arrange accommodation /travel for meetings, preparation and distribution of agendas and paperwork for meetings as requested.