Primary Administrative Assistant

Job Title:  Primary Administrative Assistant

Location: The American International School on  Egypt -Main Campus 

Position Type: Full-time

Reports To: Primary Principal 

Job Summary:

The Administrative Assistant provides comprehensive administrative support to the Principal, Principal Assistants, teachers, staff , Deans and Counselors  ensuring smooth and efficient operation within the school. This role involves managing communication, handling requests, and performing various administrative tasks to support the educational environment.

Key Responsibilities:

• Administrative Support:
• • Execute administrative tasks assigned by the Principal and Principal Assistants.
  • Support teachers with administrative duties, including follow-up on requests and attending meetings as a translator.
  • Accommodate requests from new teachers and assist with their integration.
• Communication and Correspondence:
• • Receive phone calls and inquiries from parents, handle complaints, and ensure timely follow-up until resolved.
  • Respond to emails promptly and follow up on all parents' requests and inquiries.
  • Take messages for the Principal and Assistant Principal, notifying them of any incidents during their absence.
• Data Management and Reporting:
• • Generate certificates upon request from the Principal and Principal Assistants.
  • Run PowerSchool attendance reports and update contact information for students, parents, and staff.
  • Issue and manage authorization forms on PowerSchool, updating folders with legal cases.
• Meeting and Event Coordination:
• • Schedule and attend meetings, including parent-teacher conferences and translator-required meetings.
  • Organize office events and celebrations, including material arrangements.
  • Prepare and distribute dismissal slips and reports , notifying teachers of any changes in procedures.
• Student and Teacher Support:
• • Monitor and follow up on student absences and tardiness, notifying parents as needed.
  • Assist with scheduling and modifying students' and teachers' schedules on PowerSchool.
  • Communicate with the clinic regarding medical cases and provide necessary reports.
• Special Projects and Other Duties:
• • Order office supplies and printer toners, supervising office assistants as required.
  • Manage locker signs, classroom signage, mailbox names, and board labels.
  • Assist in organizing events and special occasions, ensuring all materials and arrangements are in place.
  • Attend required training sessions and support translation needs for teacher requests.
• Safeguarding: 

AIS staff members are responsible for promoting and safeguarding the welfare of children,young persons and all members of the AIS community for whom she /he is responsible, or with whom she/he comes into contact. All employees or volunteers will adhere to and ensure compliance with the School’s policies at all times. If in the course of carrying out the duties of  the job  holder becomes aware of any actual or potential risks to the safety or welfare of children or other community members  in the school, she /he must report any concerns to the Child Protection Officer (CPO) and School Director.

•  Revision of Job Description

According to the development and requirements of the School, Job Specifications will need to be reviewed and updated periodically, after consultation with the Job holder.

Qualifications:

• Education and Experience:
• • Bachelor degree is a must ; additional qualifications in office administration are a plus.
  • Proven experience as an administrative assistant or in a relevant administrative role.
• Skills and Abilities:
• • Excellent communication and interpersonal skills.
  • Proficiency in Google and familiarity and PowerSchool or similar software.
  • Strong organizational skills and attention to detail.
  • Ability to multitask and manage time effectively in a fast-paced environment.
  • Fluency in English and Arabic , both written and spoken, is preferred for translation duties.
• Personal Attributes:
• • High level of discretion and confidentiality.
  • Strong problem-solving abilities and proactive attitude.
  • Ability to work independently and as part of a team.

Working Conditions:

• Standard office environment within a school setting.