Descrição da Função:
Últimas informações de emprego de Graded - The American School of São Paulo para o cargo de Head of Executive Administration. If the Head of Executive Administration vaga em São Paulo corresponde às suas qualificações, submeta a sua candidatura ou CV atualizado diretamente através do portal Jobkos.
Tenha em atenção que candidatar-se a um emprego exige o cumprimento de requisitos da empresa. Esperamos que a oportunidade em Graded - The American School of São Paulo para o cargo de Head of Executive Administration abaixo seja adequada ao seu perfil.
Cargo Summary
The Head of Executive Administration serves as a trusted strategic advisor and operational leader to the Superintendent, providing executive, governance, and administrative leadership in support of the Superintendent’s Office, Board of Directors, Senior Leadership Team (SLT), and the school’s administrative support function.
This highly visible Cargo requires exceptional judgment, discretion, professionalism, and organizational leadership. The role is responsible for anticipating needs, managing complex priorities, coordinating high-level initiatives, and ensuring the effective execution of strategic, operational, governance, and administrative objectives across the institution.
Acting as a central point of coordination among school leadership, the Board of Directors, administrative teams, and key stakeholders, the Head of Executive Administration ensures the efficient operation of the Superintendent’s Office while advancing organizational effectiveness and institutional priorities.
As Secretary to the Board of Directors, the Cargo oversees board governance and administration, including meeting management, official records, policy administration, governance compliance, and board communications.
The role also provides leadership to the school’s administrative support function by overseeing administrative personnel, promoting operational excellence, strengthening service delivery, and driving continuous improvement across departments.
Key Responsibilities
- Serve as the Superintendent’s primary strategic and administrative partner.
- Manage the Superintendent’s calendar, priorities, commitments, correspondence, and daily workflow.
- Anticipate needs, identify potential challenges, and proactively develop solutions.
- Coordinate and support Senior Leadership Team meetings, retreats, workshops, strategic initiatives, and social events.
- Plan and execute virtual and in-person meetings, including logistics, facilities, technology, catering, and guest management.
- Draft, edit, proofread, and manage highly confidential correspondence, reports, presentations, and communications.
- Manage the Superintendent’s operational budget and administrative expenditures, ensuring accurate financial tracking and timely processing of invoices and payments.
- Coordinate domestic and international travel arrangements, including itineraries, transportation, accommodations, and related logistics.
- Facilitate communication between the Superintendent and key stakeholders, including parents, faculty, staff, students, board members, visitors, and external partners.
- Support institutional projects, strategic initiatives, accreditation processes, reporting requirements, and special assignments.
- Coordinate the selection and procurement of gifts and recognition items for employees, board members, dignitaries, donors, and special guests.
- Manage institutional memberships, subscriptions, registrations, and renewals.
- Provide administrative support for the Superintendent’s reLocalização, onboarding, cultural integration, and other executive support needs, as appropriate.
- Administer the annual U.S. Department of State grant process, including application preparation, supporting documentation, expense reconciliation, and communication with the Office of Overseas Schools.
- Coordinate monthly utility reimbursements and other executive administrative expenses.
- Provide translation and interpretation support as needed.
- Represent the Superintendent’s Office with professionalism, discretion, and exceptional customer service.
Secretary to the Board of Directors:
- Serve as Secretary to the Board of Directors under the direction of the Superintendent.
- Manage the annual governance calendar, including board meetings, retreats, committee meetings, elections, and Board-related events.
- Coordinate agendas, meeting materials, attendance, communications, and logistics for all board activities.
- Participate in all meetings, prepare accurate meeting minutes, and maintain official board records and documentation.
- Ensure governance records are maintained in accordance with legal, regulatory, and institutional requirements.
- Partner with legal counsel to support governance compliance and corporate obligations.
- Monitor board member terms, attendance, elections, succession planning, and governance requirements.
- Track board decisions, resolutions, and action items, ensuring timely follow-up and accountability.
- Maintain and oversee governance policies and support policy review, development, and revision processes.
- Prepare governance reports, dashboards, metrics, and supporting documentation for board review.
- Facilitate communication among the Board of Directors, Superintendent, Senior Leadership Team, legal counsel, and external stakeholders.
- Coordinate the Annual General Assembly (AGA) and Extraordinary General Assemblies (EGAs) in partnership with legal counsel and founding companies.
- Support board committees, including the Finance Committee, Governance, Nominations and Compensation Committee (GNCC), Development and Communications Committee (DCC), and other committees as established.
Leadership of Administrative Operations:
- Lead and oversee the school’s administrative assistant team.
- Establish and maintain high standards of administrative service, professionalism, and operational excellence.
- Develop, implement, and continuously improve administrative systems, processes, procedures, and workflows.
- Provide leadership, coaching, mentoring, and performance management to administrative staff.
- Coordinate administrative support resources across divisions and departments to ensure effective service delivery.
- Partner with school leaders to assess administrative needs and optimize resource alLocalização.
- Design and facilitate training and professional development opportunities for administrative personnel.
- Monitor operational effectiveness and implement initiatives that improve efficiency, consistency, and service quality.
- Foster a culture of collaboration, accountability, continuous improvement, and customer service excellence.
- Manage administrative staffing schedules, vacation planning, and coverage arrangements.
- Lead administrative projects and initiatives that enhance organizational effectiveness and employee experience.
Education
Bachelor’s degree in Business Administration, Management, Communications, Education, Organizational Leadership, or a related field.
Experience
- Demonstrated experience supporting C-level executives, Heads of School, Superintendents, or other senior leaders.
- Experience managing complex executive operations, calendars, projects, and institutional initiatives.
- Experience supporting boards of directors, governance processes, and board administration.
- Experience preparing executive-level reports, presentations, board materials, and meeting minutes.
- Experience leading administrative teams or coordinating cross-functional operations.
- Experience working in highly confidential environments that require exceptional discretion and professional judgment.
Experience Preferred
- Experience in an American and/or international school, educational institution, or nonprofit organization.
- Experience working with nonprofit or corporate boards of directors.
- Experience supporting expatriate executives and international stakeholders.
- Minimum of five years of leadership experience with demonstrated success in strategic planning, project management, organizational effectiveness, and operational excellence.
Knowledge, Skills, and Competencies
- Outstanding written and verbal communication skills in English and Portuguese, with professional-level fluency in both languages.
- Exceptional organizational, planning, and project-management skills.
- Ability to manage multiple priorities and competing deadlines in a fast-paced en
- Strong attention to detail and commitment to accuracy.
- High level of discretion, integrity, and confidentiality.
- Excellent relationship management and stakeholder-engagement skills.
- Strong analytical, problem-solving, and decision-making capabilities.
- Ability to exercise sound judgment in complex and sensitive situations.
- Advanced proficiency in Google Workspace, Microsoft Office Suite, and digital collaboration platforms.
- Ability to work independently while building strong partnerships across diverse teams and stakeholder groups throughout the organizatio
Informação da Vaga:
- Empresa: Graded - The American School of São Paulo
- Cargo: Head of Executive Administration
- Local de Trabalho: São Paulo
- País: BR
Como enviar a sua candidatura:
Após ler e compreender os critérios e requisitos mínimos explicados na informação da vaga Head of Executive Administration at the office São Paulo acima, prepare de imediato os documentos de candidatura, tais como carta de apresentação, CV, cópia do diploma e outros anexos. Envie através do link 'Próxima Página' abaixo.
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