Position Summary
The Executive Assistant plays a pivotal role in supporting the activities of the Executive Committee, Executive Director, and Legal Manager at the International French School (IFS). This high-impact position requires the handling of sensitive information with the utmost discretion and involves coordinating governance procedures while providing comprehensive administrative and logistical support.
Key Responsibilities
Executive Committee Support
- Provide confidential and high-level administrative support to the school President, General Secretary, and other Executive Committee Directors.
- Organize and coordinate all Executive Committees, Sub-Committees and General Meetings, including but not limited to scheduling, venue booking, and technical setup.
- Draft and distribute meeting agendas, minutes, and supporting documentation.
- Maintain accurate records, resolutions, and governing documents.
- Oversee communication with Executive Committee members and facilitate electronic voting procedures as needed.
- Prepare and ensure Directors onboarding and offboarding procedures (registrations, resignations, address updates) are completed with relevant authorities.
Legal Department Support
- Assist the Legal Manager in ensuring compliance with applicable governance standards, laws, and internal policies.
- Support the preparation and organization of General Meetings : invitations, attendance tracking, quorum monitoring, vote reporting, minutes drafting.
- Prepare documentation, presentations, and summaries of speeches and decisions for official meetings.
- Manage updates to administrative and legal procedures, and support all filings with regulatory authorities.
- Enter and maintain accurate data related to Executive Committee members and governance activities.
Executive Director Support
- Assist in the preparation and formatting of presentations, reports, memos, and letters to support Executive Committee decision-making.
Administrative & Logistical Support
- Provide end-to-end logistical support for Executive Committee members, including travel coordination, business cards, badges, and parking access.
- Attend and document on-site Executive Committee meetings and virtual Sub-Committee meetings.
- Coordinate special projects and initiatives assigned by the Executive Committee, Legal Manager, or Executive Director.
Qualifications & Requirements
- Degree in Office Management, Executive Secretarial Administration, or a related field.
- Proven experience supporting senior leadership and/or governance bodies, with a minimum of 5 years in a similar role.
- Understanding of the international school context and its diverse, mobile community is an asset.
- Native or near-native fluency in both French and English-written and spoken.
- Outstanding organizational and time-management skills ability to prioritize in a fast-paced setting.
- Excellent written communication, editing, and minute-taking capabilities.
- Discretion and professionalism in handling confidential and sensitive information.
- Demonstrated proficiency in Google Workspace (Docs, Sheets, Slides) with a proactive approach to leveraging AI tools and emerging technologies to enhance digital collaboration, streamline workflows, and drive innovation across teams.
- Strong interpersonal skills and the ability to build productive relationships with a wide range of stakeholders (Executive Committee, staff, parents, external partners).
- Flexibility is essential, as this role occasionally requires extended hours, evening meetings, and responsiveness to evolving priorities.
