Full-Time Executive Coordinator
International School of Amsterdam
- Nederland
- Vast
- Voltijds
Administrative Duties:
● Manage correspondence, including emails, letters, and phone calls, on behalf of the Director.
● Maintain the Director's calendar, schedule meetings, and coordinate travel arrangements.
● Prepare meeting agendas, take minutes, and follow up on action items to ensure deadlines are met.
● Coordinate the work of the Director related to Works Council initiatives, including conducting research and drafting detailed information for requests for consent, advice, or information.
● Advise on initial budgetary needs of the Director's Office.
● Autonomy to make decisions on project priorities of the Director's Office with approval from the DirectorProject Management:
● Design, map, and manage various cross-functional team projects and initiatives in alignment with the strategic plan and Director's Office priorities. Advise on multi- stakeholder projects, offering expertise in project management methodology. Lead sub projects within larger initiatives, providing cross-departmental advice on complex processes and planning methodology beyond simple coordination and follow-up.
● Conduct research and gather information to support the Director in decision-making processes. Identify workflow bottlenecks and suggest solutions to improve efficiency. Collaborate with team members to ensure project deadlines are met and objectives are achieved.
● Take a leadership role in the design and continuous improvement of processes and systems within the Director's Office, spearheading the development and maintenance of systems to streamline operations. A key achievement includes the successful implementation of a school-wide project management system (Asana), demonstrating strategic foresight and leadership in improving organizational effectiveness.● Drive sub-projects within larger organizational initiatives, overseeing their successful delivery while controlling integration and coordination with other departments. Facilitate cross-departmental collaboration, offering advice on complex processes and planning methodologies, and ensuring projects are executed on time and within scope.
● Drive the full lifecycle of major recruitment initiatives for the Leadership Team, including the creation of project timelines, coordination of focus group and committee meetings, and managing logistics for on-site campus visits. Design and execute detailed events to ensure the success of recruitment efforts, including coordinating resources, and managing schedules for events.Board Support:
● Overseeing the preparation and flow of board materials, including agendas, reports, and presentations.
● Create annual calendars for the Board of Trustees in collaboration with the Board Secretary
● Maintain records and documentation related to board activities and decisions. This includes but is not limited to: Committee and meeting minutes, personal data for KvK registration, annual audited financial statements.
● Support in the organising of Board elections and onboarding of elected and appointed Board of Trustees members.Communication:
● Serve as a primary point of contact for internal and external stakeholders, ensuring timely responses to inquiries.
● Draft and proofread correspondence, reports, and other communications for the Director. Often liaising with the communications department for school-wide messaging.
● Maintain confidentiality and discretion when handling sensitive information.Event Coordination:
● Organize and coordinate events hosted by the Director, including but not limited to: staff meetings, social gatherings, Staff Appreciation events. Manage logistics, such as venue booking, catering, and audiovisual arrangements.
● Organize and coordinate the annual Board of Trustees Retreat in collaboration with the Board Secretary and/or Governance Committee
● Ensure all event-related tasks are completed efficiently and within budget.Information Management:
● Maintain organized files, databases, and records related to the Director's office and school operations.● Assist in research tasks and gather information for reports, presentations, and strategic planning.
● Ensure data integrity and accuracy in all documentation and information systems.Adaptability:
● Flexibly handle changing priorities and deadlines, adjusting workflows as needed to meet evolving requirements.
● Collaborate effectively with other team members and departments to support school initiatives and goals.
● Demonstrate resilience and problem-solving skills in managing challenges and unforeseen circumstances.Qualifications:
● Bachelor's degree in a relevant field preferred.
● Proven experience in executive support roles, preferably in an educational
● Excellent organizational, communication, and time management skills.
● Proficiency in Google Suite and project management tools.
● Ability to handle confidential information with discretion and maintain professionalism.
● Fluency in English
● Adaptability to work independently and collaboratively in a fast-paced environment.