Executive Assistant to the Head of School

St. Julian’s School is currently recruiting an Executive Assistant to the Head of School , for an immediate start. The successful candidate will provide executive-level assistance to the Head of School.

About St Julian's School  

• We are a well-resourced, successful, non-selective British international school with a reputation for academic excellence, founded in 1932.      
• We currently welcome just under 1,200 pupils aged 3-18 of over 40 different nationalities. Our students have been described as "outstanding representatives and ambassadors of the St Julian's School spirit: open, caring, curious" (CIS & NEASC Team Visit Report, November 2018).      
• We offer the English National Curriculum from Nursery to Year 11 and the IB Diploma in Years 12-13, in addition to the Portuguese National Curriculum from 1º to 9º ano.      
• The IBO recently noted “promoting international-mindedness” as a particular strength of our school (IBO DP Evaluation Report, August 2019).      
• "The teachers and staff enjoy one of the warmest and most supportive professional climates imaginable." (CIS & NEASC Team Visit Report, November 2018).      
• We have been accredited by CIS (Council of International Schools) and NEASC (New England Association of Schools and Colleges) since 1998, we are an Accredited Member of COBIS and our Head of School is an International Member of HMC (Headmasters' and Headmistresses' Conference);      
• We are conveniently located within walking distance of Carcavelos train station, with direct access to central Lisbon and Cascais.

Reports to: the Head of School

Personal qualities  

• Ability to work in a highly fast-paced environment  
• Outstanding organisation  
• Highly IT proficient, with specific experience of  Google suite, and preferably ISAMS (school management system)  
• Excellent communicator and calm under pressure  
• Highly personable with all stakeholders (staff, students, parents, governing body)  
• Lively, energetic and enthusiastic  
• Diplomatic and discreet with high levels of personal and professional integrity  
• Self-starter, ability to work independently, uses initiative to carry out day-to-day tasks  
• Ability to work with multiple teams, with a flexible and collaborative approach  
• Ability to stay focused and meet deadlines and targets, despite multiple distractions arising from a busy school environment  
• Good sense of humour  
• Problem-solver  
• Fluent level of English and Portuguese (written and spoken)

Responsibilities  

• Manage the Head of School’s office, deal with incoming mail and emails, bringing them to the Head’s  attention as necessary  
• Manage the Head’s  diary, organise all meetings and appointments and prepare briefings  in close liaison with the Head  
• Prepare and issue meeting agendas.  Attend, record and circulate the minutes to various meetings as required  
• Welcome the Head’s visitors as appropriate  
• Provide refreshments for the Head and visitors as reasonably required  
• Coordinate Head´s travel, and manage Head´s personal appointments   
• Manage the administrative side of the school’s COVID response, including contact tracing, in coordination with the medical and the leadership teams. Will need to work flexibly including weekends and after hours.  
• Assist the Head with the management of accreditation compliance  
• Help organise the interview panels for academic and senior leadership appointments in conjunction with HR and help with interviews on the day.  
• Assist in the drafting and review of communications from the Head of School  
• In coordination with the Head of School, provide administrative support to the school’s governing body, including the preparation and translation of documents and reports.  
• Maintain strong links with administrative staff  
• Such duties as may be reasonably specified from time to time by the Head

Confidentiality

The post holder must maintain the confidentiality of information about children, staff and other school business in accordance with the General Data Protection Regulation 2018.

What we offer:  

• A one-year contract (renewable) and benefits, including health insurance;      
• Remuneration according to experience;      
• The opportunity to work in education in a multicultural and truly international environment.
  

How to apply:

Please submit a recent CV and a letter of application outlining relevant experience and your expectations for this professional challenge, both documents in English, indicating the name, role and contact details of at least two professional referees, one of whom should be your current / most recent employer.

Closing date for applications is Friday 24 September. Early applications are strongly encouraged and we reserve the right to appoint prior to the closing date.

St Julian’s School is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. As such, all offers of employment are subject to a criminal record check (DBS or equivalent).