Executive and School Examinations Assistant - Secondary School

We are looking for a dynamic and driven Executive and School examinations coordination Assistant !

You act as key point of contact for internal and external stakeholders of IFS Secondary school

You assist the Secondary school s Principal in the management and administrative organization of the Secondary school.

1. Your support to the daily operations of the school:
   

Coordinate and manage the secondary school s calendar schedule appointments meetings and conferences.

Work with the various departments of the school to ensure smooth daily school operations

Ensure the continuity of the service the articulation of the various projects and actions within the secondary school.

Support with research data collection and analysis for decisionmaking.

Draft review and send communications such as reports and memos.

Organize and prepare for meetings including booking rooms preparing agendas and taking minutes.

Help to organize teacher s replacements schedules and recruitment.

Handle sensitive information with confidentiality and professionalism.

1. You act as a coordinator to:
   

Organize the various pedagogical councils

Help to implement the different school trips and students exchanges

Followup on students internships and orientation services

Organize parents teachers meetings

Implement school contests and fairs

1. You contribute to the quality of the Internal/external communication by:
   

1. Writing the secondary school gazette
   
2. Writing the guidance newsletter
   
3. Updating the IFS website
   
4. Managing the secondary school shared drive documents archives
   

4. You will Support the Examination Process of the school by:

Liaising with families and third parties to organize certifications and diploma remittance.

Managing the organization of the end of year awards ceremonies and events

The Skills we are looking for:

Organization: Excellent ability to manage multiple tasks and prioritize effectively.

Communication: Strong written and verbal communication skills to interact with executives and stakeholders.

Fluency in French and English.

Problemsolving: Ability to anticipate needs and solve problems independently.

Time Management: Efficient in managing tight schedules and meeting deadlines.

Techsavviness: Proficiency in office software (e.g. Microsoft Office Suite Google Workspace) and familiarity with project management tools.

Discretion and Integrity: Ability to handle confidential information with care and maintain professionalism.

The required qualifications:

Bachelor s or Master s degree is preferred.

At least 4 years of previous experience as an administrative assistant secretary or executive assistant.

Previous Experience in handling highpressure environments and supporting Clevel executives.

ASSISTANT(E) DE DIRECTION & COORDINATION DES EXAMENS AU SECONDAIRE (Coll ge et Lyc e)

Vos principales responsabilit s:

• Agir comme point de contact principal aupr s des interlocuteurs et parties prenantes internes et externes de l IFS (professeurs parents personnels educatifs prestataires de service etc ).
  
• Assister les Proviseurs du Secondaire dans la gestion et l organisation administrative de l cole.
  

1. G rer le quotidien operationnel:

• Coordonner et g rer le calendrier de l cole secondaire.
  
• Planifier les rendezvous r unions et conf rences.
  
• Travailler de mani re transverse avec les diff rents d partements de l cole.
  
• Assurer la continuit du service l articulation des differents projets et actions.
  
• Rechercher et analyser les donn es facilitant la prise de d cision.
  
• R diger des communications telles que des rapports et m mos.
  
• Organiser et pr parer les r unions y compris la r servation des salles la pr paration des ordres du jour et des minutes.
  
• Aider recruter organiser les remplacements et les plannings des enseignants.
  
• G rer les informations sensibles avec professionnalisme.
  
• Agir en tant que personne de confiance et maintenir la confidentialit des dossiers personnels ou strat giques.
  

2. Agir en tant que coordinateur/trice pour:

• Organiser les conseils p dagogiques.
  
• Mettre en uvre les diff rents voyages et echanges scolaires.
  
• Assurer le suivi des stages des l ves et des services dorientation.
  
• Organiser les r unions parentsprofesseurs.
  
• Participer a l organisation des concours et des forums des metiers.
  

3. Contribuer la qualit de la communication interne et externe en :

• R digeant la gazette du secondaire.
  
• R digeant la lettre d information d orientation.
  
• G rant le site web de l cole secondaire et les archives.
  

4. Contribuer a la mise en place du processus d examens en :

• Coordonnant avec les familles et les tiers
  
• G rant lorganisation des c r monies et la remise des prix de fin d ann e.
  

Comp tences requises:

• Organisation : Excellente capacit g rer plusieurs t ches et prioriser efficacement.
  
• Communication : Solides comp tences en communication crite et orale pour interagir avec les dirigeants et les parties prenantes.
  
• Maitrise du Francais et de l Anglais.
  
• R solution de probl mes : Capacit anticiper les besoins et r soudre les probl mes de mani re autonome.
  
• Gestion du temps : Efficacite dans la gestion des calendriers serr s et le respect des d lais.
  
• Ma trise des technologies : Ma trise des logiciels de bureau (environnement Google) et familiarit avec les outils de gestion de projet.
  
• Discr tion et int grit : Capacit g rer les informations confidentielles avec soin et maintenir un haut niveau de professionnalisme.
  

Qualifications requises :

• Dipl me de niveau BAC2 de Licence ou de Master.
  
• Exp rience professionnelle pr alable :
  
• Au moins 4 ans en tant qu assistant administratif secr taire ou assistant de direction.
  
• Dans des environments de travail exigeants et avec des dirigeants de haut niveau.