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Executive Assistant (Global Professional Development & Global School Services) Ref 387A

Closing date: 12 March 2009

The International Baccalaureate (www.ibo.org) is a non-profit educational organization offering curriculum and assessment worldwide.  IB is a recognized leader in the field of international education. IB Programmes encourage students to be active learners, well-rounded individuals and engaged world citizens.

The International Baccalaureate – Americas provides a wide range of services to IB World Schools and to prospective schools that are interested in our programs. In addition, the IB offers a full array of professional development opportunities for teachers and administrators throughout the year.  IB Americas has three offices across the region: New York City, Buenos Aires, and Vancouver.

The Executive Assistant provides a coordinative and administrative support function to the Global Director of Professional Development and the Global Director of School Services. This role reports directly to both the Global Director of Professional Development and Global Director of School Services.  The post will prioritize all written, oral and electronic correspondence and respond in a timely and professional manner to all stakeholders. 

The Executive Assistant will be responsible for:

• Organizing all appointments, meetings, and travel arrangements for the Global Director of Professional Development (PD) and the Global Director of School Services (SS).
• Maintaining accurate record of Global Director of PD  and Global Director of SS’s calendar and ensure the directors have relevant papers for meetings or conferences.
• Maintaining clear and regular contact by telephone, fax, e-mail with the directors while they are travelling
• Managing the correspondence (written and electronic) of the Global Director of PD and Director of SS. Maintain files and records for both directors.
• Screening calls
• Preparing PowerPoint presentations
• Collecting relevant data and prepares key division reports
• Organizing relevant PD committee meetings, face-to-face or electronic meetings as requested for both directors, prepare “special events”, symposiums, press launch events, dinners and lunches, etc.
• Arranging IB-related appointments, meeting schedule, and travel for both directors, committee members and PD & SS staff
• Setting up the committee meeting calendar and organizes logistical arrangements
• Processing expense claims for the program committee members and for the director’s  expenditures including those on the company AMEX card
• Undertaking special tasks or project work delegated by the Global Director of PD and/or the Global Director of SS.

Requirements: 

• An Associate’s Degree and/or a combination of experience, education, and training that would provide the level of knowledge and ability required for the position

• Minimum administrative experience of three to five years working with senior level management.
• Experience in an international context would be desirable
• Ability to work with confidential/sensitive information
• Demonstrable track record of working in a fast paced environment

• Excellent organizational skills
• Excellent communication skills – both written and oral
• Superior computer skills specifically in PowerPoint, Excel and Word
• Ability to prioritize and meet tight and diverse timelines
• High level of organizational and interpersonal skills
• Ability to work both independently and as part of a dedicated team

• Ability to speak French or Spanish would be a distinct advantage
• High level interpersonal skills in a variety of contexts
• Team player

Location:

This post will be temporarily located in the NY office and will relocate to the Washington D.C. area within 12 – 18 months.