Summary
The Athletics and Activities Executive Assistant is a key contributor to the success of ISG's co-curricular and extracurricular programs. Working closely with the Athletics and Activities Director and school-based coordinators, this role supports athletic tournaments, events, and trips across all ISG schools. The Executive Assistant ensures the smooth operation of logistics, finance, communication, and scheduling by collaborating with departments such as Support Services, Finance, and Transportation. The role requires a high degree of professionalism, initiative, and organisational skills.
Position Duties
The Successful Candidate Will Be Expected To
- Demonstrate commitment to student safety and well-being (child protection).
- Provide executive-level administrative support to the Athletics and Activities Director and school-based Athletics Coordinators.
- Organise and maintain athletic calendars, schedules, and agendas.
- Coordinate logistics for domestic and international athletic events and student trips, including travel, accommodations, and required documentation (tickets, passports, visas).
- Create Athletics Trip Forms on KF and follow up on them.
- Support the preparation of presentations, financial documents, reports, and briefings.
- Liaise with ISG Support Services and Transportation providers to ensure effective event execution.
- Handle and prioritise communications, correspondence, and stakeholder requests (email, phone calls, packages).Maintain accurate and accessible records (digital and paper).
- Collaborate with Finance on student payments and budget tracking for events and travel.
- Assist with refund requests through SchoolsBuddy and coordinate with Finance.
- Assist with Clearing requests through SchoolsBuddy and coordinate with Admissions.
- Create invoices for hosted events on Engage and share them with relevant stakeholders, and track them.
- Identify all payments received related to the department.
- Manage Credit Cards, Payments and Petty Cash Reconciliation.
- Manage all Purchases and issue Purchase Requests on SKYWARD and follow up on them.
- Assist in reviewing and approving visitor requests, AIO forms for hosted events and Extra-Curricular Request Forms.
- Help manage HR-related forms like the New Hire KF Form and administrative tasks for Athletics & Activities department staff.
- Create the MOE Trip Reports.
- Request all Trip HR letters ahead of time.
- Oversee facilities booking for events and practices.
- Contribute to emergency and safety plans during field trips and athletic events.
- Take initiative to respond to time-sensitive needs and evolving logistics.
- Build and maintain effective communication with stakeholders, including students, parents, teachers, vendors, and staff.
- Uphold a professional, supportive, and customer-focused environment.
- Attend and assist in the planning of meetings, tournaments, and conferences.
- Perform other duties as directed by the Athletics and Activities Director.
Qualifications And Knowledge
The ideal candidate will have:
- A minimum of a Bachelor's degree in a relevant field.
- Strong understanding of administrative systems, budgeting, and travel logistics.
- Familiarity with experiential learning, co-curricular programming, or educational travel preferred.
Experience And Skills
The ideal candidate will have:
Experience
- Prior administrative or executive assistant experience, especially in an educational setting.
- Experience with financial tracking, booking systems, and online platforms (e.g., SchoolBuddy preferred).
Skills
- Excellent command of English, both written and verbal.
- High attention to detail and strong organisational skills.
- Ability to manage multiple priorities and deadlines.
- Proactive problem-solving and decision-making skills.
- Strong interpersonal communication and collaboration abilities.
