Job Information
International School of Beijing Administrative Assistant to Director of Advancement in Beijing, China
JOB GOAL/PURPOSE
The role of this position is to provide daily administrative support to the Director of Advancement, and to ensure the smooth operation of the Advancement Office.
DUTIES / RESPONSIBILITES
Ensure smooth day-to-day operations of the Advancement Office
Perform secretarial duties for the Director of Advancement by assisting with all daily duties as directed: maintaining calendar, scheduling meetings, answering the phone, greeting visitors, copying, and maintaining petty cash
Prepare for meetings, including drafting and distribution of meeting agendas, booking of venues, technology set up, assistance with visuals and/or power point presentations, providing refreshments, taking of minutes and transcribing minutes in a timely manner
Create and maintain a detailed filing system for all correspondence and documentation related to the Advancement Office, whether in electronic or hard copy format so that it is easily accessible to the Director of Advancement
Handle sensitive and confidential documents, communications, etc., with due discretion and in a conscientious manner
Assist prospect research and documentation
Assist with travel arrangements, including booking of flights and hotels, providing or coordinating needed materials and documents, drafting of a detailed itinerary of trip, etc.
Assist with drafting of monthly Advancement Office reports to the Board of Trustees, and ensuring the timely submission of documents to include in the Board packet
Track budget expenses and manage databases
Coordinate with other ISB Departments as required
Provide support to the administrative team when necessary
Organize ISB related events hosted by the Advancement Office including but not limited to designing and printing invitations, booking venues, and beyond
Provide written and verbal translations as required
Perform any other duties as assigned by the Director of Advancement
• Excellent communication skills in English and Chinese
• Excellent interpersonal skills
• Strong computer skills and ability to learn new technology
• A team player who values collaboration and has a “can do” attitude
• Able to work independently, and under pressure
• Highly organized, positive, and proactive
• A problem solver