Executive Assistant to Head of School and to Board of Trustees, American SCHOOL

Executive Assistant to the Head of School and to the Board of Trustees, THE AMERICAN SCHOOL IN LONDON

Apply for the Executive Assistant role supporting the Head of School and the Board of Trustees at The American School in London.

• Establish importance, priority and urgency of matters, ensuring the Head receives relevant background information promptly.
• Schedule and coordinate appointments with faculty, staff, students, parents, trustees, alumni and external constituencies to maximise the Head’s time and efficiency.
• Respond to or deputise on communication and correspondence, composing selected responses on behalf of the Head or directing enquiries appropriately.
• Prepare annual documents for government and educational organisations and manage school membership.
• Draft, edit and proofread correspondence, reports, presentations and communications on the Head’s behalf.
• Prepare materials and background information for meetings, events and presentations.
• Act as a liaison between the Head of School and the Senior Leadership Team, coordinating meetings and ensuring smooth communication.
• Communicate with consultants, speakers, dignitaries, job candidates and friends of the School as required; arrange travel and schedule programmes.
• Process expenses and monitor the Head of School Office budget, maintaining accurate records for regulatory compliance.
• Organise some school‑wide functions and retreats, including administrative retreats and special events.
• Assist with senior administration meetings, managing room bookings, catering and media requirements.
• Organise the Head’s travel arrangements when necessary.
• Liaise with ISST8 School EAs/PAs and attend meetings and training sessions, including European travel when required.
• Maintain confidentiality in handling sensitive information and personnel matters.

• Prepare the annual, monthly and committee meeting calendars, including room bookings, catering and media requirements, and post documents to the trustee website.
• Manage the Board web portal, updating board documents, member directory, committee responsibilities and archives.
• Record minutes for Board and committee meetings, process resolutions and circulate documentation to trustees.
• Provide organisational and communication support for trustee events such as Visiting Day, new member orientation and off‑sites.
• Organise gifts for retiring trustees.
• Ensure compliance with UK Charity Commission regulations, including the Public Register and other governance requirements.
• Facilitate extraordinary Board meetings, setting up teleconferencing and compiling notices, minutes and materials.
• Drive and manage Board projects in collaboration with leadership to improve processes and procedures.
• Track Board member terms, committee assignments and governance compliance.
• Support new trustee orientation and ongoing communications.
• Ensure confidentiality and best governance practices.
• Perform other duties within the scope, spirit and purpose of the role as requested by the Head of School or the Chair of the Board.

• Substantive experience as PA/EA at the director level.
• Strong written and oral communication skills.
• Strong interpersonal skills, including diplomacy, warmth, discretion and flexibility.
• Excellent organisational, communication and technology skills, with proficiency in Google Workspace.
• Ability to work unsupervised and under pressure.
• Willingness to work flexible hours.
• Experience organising medium‑scale events at external venues.