Executive Assistant to the Director of Finance & Operations
8 days ago
London
To provide high-level executive and administrative support to the Director of Finance & Operations (DFO), ensuring the smooth running of the DFO’s office and supporting the effective management of the School’s finance, operations, governance, compliance, and strategic priorities. The role includes managing the DFO’s calendar, correspondence, and communications; preparing key reports and documentation; coordinating meetings and information flow; and supporting projects that promote strong financial stewardship, good governance, and operational efficiency across the DFO’s areas of responsibility, with occasional administrative support to Facilities and Operations Managers as needed. Summary of duties Executive and Office Support: • Proactively manage the DFO’s calendar, schedule, and priorities, ensuring time is allocated effectively, • Organise a wide variety of appointments, conference and course attendance, and travel in coordination with the school’s Travel Coordinator, • Screen incoming emails and mail, drafting responses on routine matters and escalating as appropriate, • Handle internal and external queries related to the DFO’s office by phone, email, or in person, • Prepare, proofread, and format correspondence, reports, and presentations to a high professional standard, • Act as the first point of contact and liaison between the DFO, trustees, senior leadership, staff, parents, and external stakeholders, • Oversee meeting and visitor arrangements, ensuring rooms are booked, security and lunch passes are organised, guests are welcomed, and meeting materials and refreshments are prepared, • Maintain filing systems, records, and document control (digital and paper, including off-site archives), • Process expenses, purchase orders, and financial approvals accurately, • Support the annual audit process by providing information and documentation to auditors and responding to queries, • Support the preparation of financial statements (School, Subsidiary, and Foundation) by coordinating inputs, formatting documentation, and liaising with auditors, third parties, and internal stakeholders, • Maintain financial institution KYC compliance by tracking signatories and liaising with institutions, • Oversee the annual schedule and administration of governance meetings involving the DFO, including Board and committee sessions (e.g. Admin & Finance, Buildings & Grounds, Investment, ASL Enterprises, ASL Foundation, Audit, and Remuneration), ensuring agendas, meeting materials, and minutes are prepared and distributed in a timely manner, • Coordinate with the Faculty and Staff Associations, HR, and other key stakeholders on the annual salary and benefits discussion process, including scheduling meetings and compiling and distributing supporting data, • Coordinate the School’s insurance programme, including renewals, claims, trip coverage, and responding to employee queries, • Maintain and help update operational and compliance policies, ensuring they are reviewed and updated in a timely manner for presentation at the relevant committee meetings, • Provide administrative support for health, safety, and operational compliance activities, including coordinating the annual Transport Plan for Westminster, liaising with external consultants, and arranging Health & Safety and Catering Committee meetings, including scheduling, logistics, and minute-taking, • Provide administrative support for facilities-related meetings, including the Design Review Panel and other facilities or operations forums, • Support tracking of timelines, deliverables, and progress for Strategic Plan and other initiatives, • Assist in compiling and organising information for strategic planning, risk review, and Board reporting, including preparing reports and presentations, • Participate actively in the life of the School through attendance at events, committee membership, or leadership of extracurricular activities, • Uphold and promote the School’s commitment to safeguarding and child protection, ensuring that all responsibilities are carried out in accordance with School policies and statutory guidance, and reporting any concerns promptly through the appropriate channels Essential Qualifications and Experience: • Proven experience in a senior EA or PA role, preferably supporting a senior level executive in a medium to large organisation, • Highly organised, proactive, and able to manage multiple priorities with strong attention to detail, • High proficiency in MS Office and Google Workspace applications, with the ability to produce polished reports, presentations, and board documentation, and to apply AI tools effectively in daily work, • Strong oral and written communication skills, including the ability to draft and proofread formal correspondence, reports, and committee documentation, • Experience coordinating meetings and materials for governance bodies such as boards or committees, • Comfortable handling and organising financial and operational data, with ability to perform basic data analysis and tracking using Excel or similar tools, • Strong interpersonal skills and the ability to build effective working relationships with trustees, senior leaders, staff, and external partners, • Understanding of confidentiality, discretion, and data protection in handling sensitive information, • Experience working in a school, charity, or other complex, regulated environment, • Understanding of charity governance, financial reporting cycles, and compliance frameworks (e.g. Companies House and Charity Commission requirements) All posts involving direct contact with children are exempt from the Rehabilitation of Offenders Act 1974. However, amendments to the Exceptions Order 1975 (2013 & 2020) provide that certain spent convictions and cautions are 'protected'. These are not subject to disclosure to employers and cannot be taken into account. Guidance and criteria on the filtering of these cautions and convictions can be found on the Ministry of Justice website. Shortlisted candidates will be asked to provide details of all unspent convictions and those that would not be filtered, prior to the date of the interview. You may be asked for further information about your criminal history during the recruitment process. If your application is successful, this self-disclosure information will be checked against information from the Disclosure & Barring Service before your appointment is confirmed. ASL is dedicated to fostering courageous global citizenship in a diverse and inclusive school environment. In our international community, we aspire for the cultures and backgrounds of our employees to mirror those of our families and student body, and we enthusiastically welcome applications from candidates who bring diverse life experiences, perspectives and skills. Educators with knowledge of global education and prospective applicants for any position who are committed to diversity and inclusion are particularly welcome to apply. The American School in London will not discriminate against an applicant or employee based on race, color, religion, creed, national origin or ancestry, sex, age, physical or mental disability, genetic information, gender identity or expression, sexual orientation, marital status, maternity or parental status, or any other legally recognised protected basis under local law.
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