Executive Assistant (Elementaire)

MISSION<\/span>
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The Executive Assistant assists the Director in the management and administrative organisation of tasks related to the proper functioning of the elementary school.<\/span>
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RESPONSABILITES<\/span>
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Under the supervision of the Directors, the Executive Assistant shall :<\/span>
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Ensure the physical, telephone and e\-mail reception of the various interlocutors (parents, teachers and students at the elementary school)<\/span>
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- Provide administrative support to the direction\u2019s activities :<\/span>
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  - Managing agendas, filtering parent/teacher/student requests<\/span>
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  - Managing communications to parents/teachers/students (memos/information notes, letters, emails, dashboards...) in both languages (French and English)<\/span>
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  - Preparing and following up on pedagogical board meetings at the request of the management (attendance, writing and sending of reports)<\/span>
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  - Ensuring regular liaison with the various administrative services and pastoral care<\/span>
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  - Assisting in the practical organisation of educational projects and their promotion within the institution<\/span>
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  - Manage the drafting and publication of the weekly Teacher's Gazette: compile and format articles submitted by various departments, and write additional content as required. <\/span>
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  - Planning and updating the year\u2019s calendars<\/span>
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  - Writing and updating the department\u2019s procedures<\/span>
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  - Ensuring the logistical organisation of elementary school meetings<\/span>
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    Handle follow\-up of the administrative and educational files of students: <\/span>
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    Managing the arrivals and departures of students<\/span>
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    Requesting school records (booklets, PPS, PAP, ...) from schools for new students.<\/span>
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    Managing school reports at the end of the semester<\/span>
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    Providing support for the organisation of school outings and trips<\/span>
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    Preparing for the arrival of families in January<\/span>
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    Following class budgets<\/span>
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    Ensure the administrative and pedagogical follow\-up of the department :<\/span>
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    Meet & Greet new relief teachers, walk them through the replacement procedure, and visit the school premises.<\/span>
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    Managing absences of teachers and their replacements (preparatory documents, welcome, materials, email address, communication with the department and the educational team)<\/span>
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    Informing families and reorganising schedules as necessary<\/span>
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    Updating the databases in the monitoring tools and software<\/span>
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    SKILLS, APTITUDES, TRAINING REQUIRED FOR THE POSITION<\/span>
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    2 years of validated higher education in management assistance or equivalent is required<\/span>
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    Former experience in management assistance<\/span>
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    Proficiency in Google Suite<\/span>
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    Experience in handling customer relations<\/span>
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    Good communication skills (working closely with the administration, management, educational, and general departments)<\/span>
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    Precision, sense of organisation and efficiency<\/span>
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    Ability to work in a team<\/span>
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    Sense of diplomacy<\/span>
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    Proficiency in French and English required (written and oral)<\/span>
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    Discretion<\/span>
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    An experience in the school environment would be ideal<\/span>
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    Knowledge of office tools and educational tools such as EDUKA and EDT tools would be an advantage<\/span>
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    WORKING RELATIONSHIPS<\/span>
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    Educational Directors<\/span>
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    Teachers<\/span>
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    Pastoral care<\/span>
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    Parents and students <\/span>
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    Support Functions Services<\/span>
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    REPORTING<\/span>
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    Elementary Directors<\/span>
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    WORKING CONDITIONS<\/span>
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    Short term contract and permanent contract on the basis of a full\-time of 42 hours per week<\/span>
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    Remuneration according to the IFS salary scheme<\/span>
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    8 weeks of annual leave during school holidays (To be prorated based on the duration of the contract )<\/span>
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    Medical coverage<\/span>
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    ASSISTANT(E) DE DIRECTION \- ELEMENTAIRE<\/span>
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    *French version :<\/span>
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    MISSION<\/span>
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    L\u2019assistant(e) de Direction aide la direction dans la gestion et l\u2019organisation administrative des tâches liées au bon fonctionnement de l\u2019élémentaire.<\/span>
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    RESPONSABILITÉS<\/span>
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    Sous la supervision des Directeurs/trices, l\u2019assistant(e) de direction devra :<\/span>
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    <\/span> <\/span>Apporter un support administratif aux activités de la Direction :<\/span>
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    Assurer l\u2019accueil physique, téléphonique et e\-mail des différents interlocuteurs (parents, enseignants et élèves à la direction de l\u2019élémentaire)<\/span>
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    Gérer les agendas, filtrer les demandes parents/enseignants/élèves<\/span>
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    Gérer les communications aux parents/enseignants/élèves (notes de service/notes d\u2019information, courriers, emails, tableaux de bord\u2026) en français et en anglais<\/span>
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    Préparer et suivre les conseils pédagogiques à la demande de la direction (présence, rédaction et envoi des comptes rendus)<\/span>
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    Assurer la liaison régulière avec les différents services administratifs et vie scolaire<\/span>
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    Aider à l\u2019organisation pratique de projets éducatifs et à sa promotion au sein de l\u2019établissement<\/span>
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    Assurer la rédaction et la publication de la Gazette hebdomadaire destinée aux enseignants : compiler et mettre en forme les articles transmis par les différents départements, et rédiger des contenus additionnels si nécessaire. <\/span>
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    Planifier et mettre à jour les calendriers de l\u2019année<\/span>
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    Rédiger et mettre à jour les procédures du service<\/span>
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    Assurer l\u2019organisation logistique des réunions de l\u2019élémentaire<\/span>
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    ● <\/span>Assurer le suivi des dossiers administratifs et pédagogiques des élèves :<\/span>
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    Gérer les arrivées et départs des élèves<\/span>
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    Demander les dossiers scolaires (livrets, PPS, PAP, \u2026) aux établissements pour les nouveaux élèves<\/span>
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    Gérer l\u2019envoi des bulletins scolaires en fin de semestre<\/span>
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    Apporter un support à l\u2019organisation de sorties scolaires et de voyages<\/span>
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    Préparer l\u2019arrivée des familles du mois de janvier<\/span>
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    Suivre les budgets de classe<\/span>
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    ● <\/span>Assurer le suivi administratif et pédagogique du département :<\/span>
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    Accueillir les nouveaux enseignants remplaçants, leur présenter la procédure de remplacement et leur faire visiter l'établissement.<\/span>
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    Gérer des absences des professeurs et leurs remplacements (documents préparatoires, accueil, matériel, adresse email, communication avec le département et l\u2019équipe pédagogique)<\/span>
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    Informer les familles et réorganiser les emplois du temps si nécessaire<\/span>
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    Mettre à jour les bases de données dans les outils de suivi et logiciels mis à disposition<\/span>
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    COMPÉTENCES, EXPÉRIENCE ET FORMATION REQUISES<\/span>
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    Bac + 2 assistant(e) de direction ou équivalent exigé<\/span>
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    Expérience précédente d\u2019assistant(e) de direction<\/span>
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    Maîtrise des outils bureautiques<\/span>
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    Expérience dans la gestion de la relation client<\/span>
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    Bonne communication (travail en lien avec l\u2019administration, la direction, la pédagogie, les services généraux)<\/span>
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    Rigueur, sens de l\u2019organisation et efficacité<\/span>
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    Capacité à travailler en équipe<\/span>
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    Sens de la diplomatie<\/span>
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    Maîtrise du français et de l\u2019anglais exigée (écrit et oral)<\/span>
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    Discrétion<\/span>
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    Une expérience dans le milieu scolaire serait idéale<\/span>
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    Une maîtrise des outils EDUKA et PRONOTE serait un avantage<\/span>
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    RELATIONS DE TRAVAIL<\/span>
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