Executive Assistant to the Superintendent- עוזר/ת מנכ"ל
AIS and Israel
Established under the auspices of the American Embassy in 1958, The Walworth Barbour American International School in Israel (WBAIS) is a MSA accredited, fully independent, co-educational day and boarding EY-12 international school, which offers a robust program leading to a US high school diploma. WBAIS encompasses two campuses, AIS in Even Yehuda and JAIS in Jerusalem.
WBAIS is located on a 19-acre campus in Even Yehuda, a residential community approximately 20 kilometers north of Tel Aviv. The campus includes four separate divisions, a performing arts building with a 400-seat auditorium, full gym, cafeteria, library and media center, athletic fields, tennis and basketball courts, and an olympic-sized pool.
With a present enrollment of 500 students representing over 30+ nationalities, AIS Israel is a diverse and vibrant community. Approximately 30% of WBAIS students are American, 40% from countries all over the world, and 30% Israeli.
Introduction
The Executive Assistant to the Superintendent plays a vital role in supporting the mission of the school through efficient administrative operations, effective communication, and collaboration. The position is pivotal in managing the Superintendent's office and ensuring seamless coordination with various stakeholders, including the Board of Directors, Leadership Team, Faculty, and Staff. The ideal candidate will be a systems thinker with strong organizational and interpersonal skills, able to manage complex tasks with minimal supervision and maintain the highest levels of confidentiality.
Main Responsibilities
To support the Superintendent, Board, Faculty, Staff, and the Leadership Team through collaboration on projects, providing high-level administrative and clerical support, and partnering to create a culture that aligns with the School’s mission and vision. This position will:
Superintendent Office
- Function as general office manager: prepare materials, manage timelines, and maintain records of all critical functions and dates for Superintendent.
- Coordinate and manage the Superintendent's calendar, schedule appointments, and handle correspondence independently.
- Coordinate and manage All School events, drills, professional learning calendars.
- Act as a point of contact for internal and external communications, ensuring all incoming and outgoing communications are directed appropriately.
- Assist with organizing special projects, meetings, and events, including logistics and materials preparation.
- Manage digital processes for required organizations, such as NESA and MSA, and other school-related documentation, including grants.
- Handle travel arrangements for the Superintendent and other administrators, including securing quotes and managing travel logistics.
- Translate or organize translation of documents and communications from Hebrew to English, as necessary.
- Create and collaborate with the Superintendent on community presentations.
Additional Leadership Support
- Collaborate with the Deputy Superintendent to support administrative tasks.
- Collaborate with the Director of Finance and Operations to support administrative tasks.
Board
- Provide administrative support during Board meetings, including drafting communications and recording minutes.
- Support the Superintendent in the preparation of Board and Committee agendas, minutes, and related documents.
- Ensure that all Board documents and communication structures are organized and updated.
And any other duties as assigned by the supervisor.
Key Competencies
- Futures Thinking and demonstrates initiative and leadership
- Systems thinking and the ability to analyze and utilize data effectively.
- Critical thinking and problem-solving abilities.
- Strong listening and communication skills.
- Ability to work under pressure and in a complex environment.
- Friendly and service oriented disposition
Qualifications
- A Bachelor’s degree is required; a Master’s degree is preferred.
- Proficiency in English and Hebrew, both written and verbal.
- Extensive experience with Google Workspace, Microsoft Office, Adobe Acrobat, and internet search engines.
- Strong organizational skills with the ability to multitask and manage time effectively.
- High level of availability and flexibility to handle urgent and unexpected matters.
- Strong interpersonal and communication skills, both written and verbal.
- Ability to work independently, manage confidential information, and meet deadlines.
Child Protection
AIS is committed to safeguarding and promoting the welfare of children and young people and expects all employees to share this commitment. Aligned with the recommendations of the International Task Force on Child Protection, we hold ourselves to a high standard of effective recruiting practices with specific attention to child protection.
Position Details
Reports to: Superintendent
Job Capacity: 100%
Start Date: September 15, 2024
- Regular working hours from 07:45 - 16:30, Monday through Thursday, and 08:00 - 15:00 on Friday, with additional hours as required for Board and Committee meetings.
- The position is based in the Superintendent’s reception and office area.
- Initial appointments are subject to a one-year probationary period.
- A competitive salary and benefits package will be provided based on experience and qualifications.
Contact Information
WBAIS Website: https://www.wbais.net/
Phone: +972-9-890-1000
Address: 65 Hashomron St., Even Yehuda, 4051765
