Executive Assistant to the Head of School & Project Manager

• Title: Executive Assistant to Head of School & Project Manager
• Department: Administration
• Reports to: Head of School
• Status: Exempt (salary)
• Duration: 12 month full-time

About The International School of Portland

Founded in 1990, the International School of Portland (ISP) has inspired young learners to become compassionate global citizens through full language immersion in 3 languages for the past 35 years. Our mission is to inspire children to become global citizens through an inquiry-based learning environment of total immersion in multiple languages (Chinese, Japanese, Spanish) and cultures. Grounded in the inquiry-based International Baccalaureate Primary Years Program (IB PYP) and led by native-fluent educators, ISP serves a vibrant community of over 370 students across three language immersion tracks. We value community and are deeply committed to our core values of global citizenship, language and cultural fluency, and academic excellence through inquiry.

Position Overview

The International School of Portland is seeking a highly organized, proactive, and detail-oriented Executive Assistant to support the Head of School. This individual will play a critical role in ensuring the smooth operation of the Head of School's office by managing a wide range of administrative and executive support-related tasks. The ideal candidate demonstrates exceptional organizational and communication skills, maintains strict confidentiality and strong professionalism, and skillfully prioritizes and executes multiple projects simultaneously.

Key Responsibilities

General Executive Support:

Acts as a trusted liaison for the Head of School, driving transparent, timely communication with trustees, school staff, and families, while supporting the execution of core executive decisions

Proactively anticipates the Head of School's needs and applies strong executive judgment to manage complex scheduling, travel, and calendar priorities for the Head of School.

Screen and prioritize incoming communications (emails/phone calls) for the Head of School and respond directly on their behalf as appropriate.

• Prepare correspondence, reports, and presentations for the Head of School.
• Conduct research and gather information as needed for various projects and initiatives.
• Handle confidential and sensitive information with discretion.

Executive Assistant to the Board of Trustees

Provide administrative support to the Board of Trustees, including scheduling meetings, preparing agendas, and distributing meeting materials.

Record and maintain minutes of Board meetings and ensure timely follow-up on action items.

Build, revise, and maintain the Board Dashboard and HUB as specified by the Board of Trustees in conjunction with the Head of School.

• Assist in the preparation of reports, presentations, and other documents for Board review.
• Coordinate logistics for Board events, meetings, and retreats.

Project Management of Strategic Plan

• Oversee the implementation and progress of the school's strategic plan.
• Coordinate with various departments to ensure alignment with strategic goals.
• Track milestones, prepare progress reports, and present updates to the Head of School.

Facilitate communication and collaboration among stakeholders involved in the strategic plan.

Act as project manager for ad hoc initiatives and special projects, leading execution from inception to completion.

Administrative Team Support

Take meeting minutes during Educational Leadership Team (ELT) and Senior Management Team (SMT) meetings, ensuring accurate records, consolidating action items, and providing timely distribution.

Own the employee newsletter process by gathering content from ELT and SMT for and ensuring timely distribution.

Support school events by coordinating logistics, communication, and setup.

Partner with administrative assistants across Early Childhood and Elementary divisions to deliver cohesive, efficient support throughout the school.

Coordinate the development of the school calendar, maintain, update, and publish the school calendar in conjunction with Senior Management and Educational Leadership Teams

Serve as the face of the school while providing high-quality, front-facing customer service in person, by phone, and via email to all parents, students, staff, vendors, and volunteers.

Act as a point person for community inquiries, stay informed and abreast of school events and updates

Office Management

Serve as the main point of contact for the Arthur building, welcoming visitors, staff, and families

Maintain a welcoming office atmosphere while ensuring organized and efficient operations for the Arthur Street Building

Manage office supplies and equipment, ensuring everything is fully stocked, operational, and accessible

Coordinate with other administrative staff to ensure seamless support for school operations.

Qualifications

Bachelor's degree or equivalent experience.

Minimum of 2 years of experience in an executive support role, preferably in an educational setting.

Strong project management skills with the ability to manage multiple projects simultaneously.

• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite and Google Suite.
• High level of professionalism, integrity, and confidentiality.
• Strong organizational skills and attention to detail.
• Ability to work independently and as part of a team.
• Experience with accreditation processes is a plus.

Working Conditions

During peak activity periods, this position may be requested to work in excess of 8 hours per day and/or 40 hours per week.

Capable of quickly traveling to multiple locations on the school campus, including up and down hills, lifting or otherwise carrying 40 pounds, traveling up/down flights of stairs, standing and sitting for long durations, typing for continuous hours on a computer keyboard, and reading information on a computer screen.

Occasional evening or weekend commitments may be required for board meetings, school events, or other institutional priorities.

Ability to travel occasionally to attend off-site events.

Possess a valid driver's license and reliable transportation for offsite events and transportation.

Must be able to handle a high-pressure environment with grace and efficiency.