Administrative Assistant at American International School of Lagos

Qualification  

• A bachelor’s degree
•  4 + years' prior experience in education as an administrative assistant to a high-level school administrator or corporate executive.

Skills and Aptitudes

• Dedication to a high level of confidentiality
• Exceptionally capable in both written and oral communication
• Proven success at working collaboratively and efficiently in a goal-oriented team
• The ability to be proactive, able to make quick decisions
• Attention to detail
• Assertiveness, when appropriate
• Tact, discretion and diplomacy
• Warm and personable with a good sense of humor and considerable patience
• Exceptional customer service skills
•  Strong sense of urgency and problem solving skills
• Excellent organizational skills (time management, organizing workload, setting priorities, meeting deadlines, etc.)
• Technologically savvy: working knowledge of modern office practices and procedures (Microsoft Office Suite, Word, Excel, PowerPoint,  Google Suite, (Calendar, Slides, Sheets, Docs, Forms etc.), and Adobe Creative Cloud (PDF & E-signature, Adobe Sign, AI, ID etc.
• High-energy and enthusiastic about working in an academic atmosphere
• Ability to manage multiple tasks and projects effectively
• Diverse and multifaceted
• Ability to handle stressful situations
• Demonstrates respect and regard for the dignity of all students, families, visitors, and fellow employees to ensure a professional, responsible, and courteous work environment
• Commits to recognize and respect cultural diversity for all 
• Flexibility with working hours according to the needs of the Superintendent/Board

Personal Qualities

• Outstanding interpersonal skills
• Honesty and integrity
• Professional and approachable attitude
• Self-­motivated with a positive ‘can do’ approach to work
• Reliable
• Well Presented

Duties and Responsibilities

• Administrative Support to the Superintendent
• Serve as the primary point of contact for the Superintendent’s office.
• Plan and coordinate meetings and appointments to make the best use of the Superintendent's time while preventing conflicts -  this includes sending out reminders and making sure everyone is informed well in advance.
• Welcome visitors.
• Manage all incoming and outgoing correspondence. 
• Assist with administrative tasks as needed, such as ordering supplies, processing paperwork, and maintaining files.
• Produce documents as needed for the Superintendent using Google Microsoft Word, Excel, PowerPoint and other software as needed.
• Keep the Superintendent informed of all critical issues.
• Respond to inquiries by appropriately directing calls or seeking response and returning calls. Screen telephone calls for the Superintendent, problem-solve inquiries whenever possible and refer to appropriate alternate parties.
• Maintain confidential files and information, managing filing systems (digital/physical), organising/maintaining digital record using tools like  google drive, share point etc ensuring that files are named or categorized for easy retrieval. 
• Physical Filing: Creating and Maintaining an organized system for paper files including labeling, sorting and archiving.
• All other duties as deemed necessary by the Superintendent.
• Clerical  Support to the Board of Directors:
• Set up all meetings, for the Superintendent and Board, ensuring that all meeting spaces are equipped with necessary equipment, e.g projectors, whiteboards, video conferencing tools, etc.
• Ensure that agendas, handouts, and other materials are distributed prior to the meetings.
• Attend Board meetings in order to take minutes, capturing keynotes and action items and distributing the minutes to participants afterwards.
• Ensure that the Board records and governing documents are properly stored, (both digitally and physically), easily accessible, and up to date.