Executive assistant

Job Description

Position Summary

The Executive Assistant plays a pivotal role in supporting the activities of the Executive Committee, Executive Director, and Legal Manager at the International French School (IFS). This high-impact position requires the handling of sensitive information with the utmost discretion and involves coordinating governance procedures while providing comprehensive administrative and logistical support.

Key Responsibilities

Executive Committee Support

Provide confidential and high-level administrative support to the school President, General Secretary, and other Executive Committee Directors.

Organize and coordinate all Executive Committees, Sub-Committees and General Meetings, including but not limited to scheduling, venue booking, and technical setup.

Draft and distribute meeting agendas, minutes, and supporting documentation.

Maintain accurate records, resolutions, and governing documents.

Oversee communication with Executive Committee members and facilitate electronic voting procedures as needed.

Prepare and ensure Directors onboarding and offboarding procedures (registrations, resignations, address updates) are completed with relevant authorities.

Legal Department Support

Assist the Legal Manager in ensuring compliance with applicable governance standards, laws, and internal policies.

Support the preparation and organization of General Meetings : invitations, attendance tracking, quorum monitoring, vote reporting, minutes drafting.

Prepare documentation, presentations, and summaries of speeches and decisions for official meetings.

Manage updates to administrative and legal procedures, and support all filings with regulatory authorities.

Enter and maintain accurate data related to Executive Committee members and governance activities.

Executive Director Support

Assist in the preparation and formatting of presentations, reports, memos, and letters to support Executive Committee decision-making.

Administrative & Logistical Support

Provide end-to-end logistical support for Executive Committee members, including travel coordination, business cards, badges, and parking access.

Attend and document on-site Executive Committee meetings and virtual Sub-Committee meetings.

Coordinate special projects and initiatives assigned by the Executive Committee, Legal Manager, or Executive Director.

Qualifications & Requirements

Degree in Office Management, Executive Secretarial Administration, or a related field.

Proven experience supporting senior leadership and / or governance bodies, with a minimum of 5 years in a similar role.

Understanding of the international school context and its diverse, mobile community is an asset.

Native or near-native fluency in both French and English—written and spoken.

Outstanding organizational and time-management skills; ability to prioritize in a fast-paced setting.

Excellent written communication, editing, and minute-taking capabilities.

Discretion and professionalism in handling confidential and sensitive information.

Demonstrated proficiency in Google Workspace (Docs, Sheets, Slides) with a proactive approach to leveraging AI tools and emerging technologies to enhance digital collaboration, streamline workflows, and drive innovation across teams.

Strong interpersonal skills and the ability to build productive relationships with a wide range of stakeholders (Executive Committee, staff, parents, external partners).

Flexibility is essential, as this role occasionally requires extended hours, evening meetings, and responsiveness to evolving priorities.

Reporting :

The Executive Assistant reports to the Legal Manager, with collaborative responsibilities toward the President of the Executive Committee.