administrative assistant to the dean of academics (maternity cover)

The Administrative Assistant provides essential executive, operational, and administrative support to the Dean of Academics, ensuring the seamless daily operation of the Academic Office. This position serves as a primary point of contact and communication hub for faculty, parents, students, administrators, and external educational partners.

Key Responsibilities

Executive Support & Calendar Management

• Maintain and proactively manage the Dean’s daily appointment calendar, schedules, and meeting logistics.

• Manage office traffic flow, incoming telephone calls, and email correspondence, directing inquiries appropriately.

• Foster a welcoming, professional, and helpful environment for visiting parents, students, and guests.

• Maintain strict confidentiality regarding all student, faculty, and institutional records and information.

Academic & Curriculum Operations

• Draft, edit, organize, and archive departmental correspondence, projects, reports, and academic documentation.

• Maintain both physical and digital filing systems, including shared folders and course syllabi.

• Prepare and review academic instructor paperwork for formal approval by the Dean.

• Post and update relevant academic information on the ACS Athens web page as required.

• Support operations for off-campus programs and the Full-time Youth to Youth Program as needed.

• Assist the ACS Athens Virtual coordinator with operational logistics and communication when necessary.

Professional Development (PD) Support

• Collaborate with the Dean and the PD team to communicate, schedule, and monitor Professional Development activities.

• Organize setup, materials, and overall logistics for all onsite and online PD sessions.

• Collect reflections and feedback, execute post-training impact surveys, and compile reports for School Principals and HR/PD Leadership.

Administrative Operations & Procurement

• Track office supply inventory, handle purchase orders, and monitor spending to ensure adherence to approved budgets.

• Process incoming/outgoing invoices and maintain accurate financial records for academic events and activities.

• Manage and maintain office equipment inventory records and coordinate maintenance when needed.

• Liaise and collaborate effectively with other school departments (Admissions, Business Office, HR, and School Units).

• Proactively identify opportunities and submit proposals for the optimal functioning of the Academic Office.

Qualifications & Requirements

• Experience: Minimum 2 years of proven experience in a relevant administrative or executive support role (preferably within an educational context).

• Education: Bachelor’s degree in Business Administration, Education, or a related field.

• Language Skills: Fluent written and spoken proficiency in both English and Greek.

• Technical Proficiency: High proficiency in Microsoft Office 365 (Word, Excel, PowerPoint) and Google Workspace.

• Core Competencies: Outstanding organizational skills, strong attention to detail, exceptional interpersonal skills, discretion, and the ability to multitask effectively.