Executive Assistant to School Leadership

At Avenues we believe that world-class education requires world-class operations. We are seeking a proactive independent and mission-aligned Executive Assistant to support the Head of School (HoS) and the Academic Operations Manager.

In this pivotal role you are more than an assistant; You will anticipate needs before they arise design seamless systems for complex workflows and serve as a warm professional bridge between the Head of School Office & Academic Operations  team and our vibrant community of families faculty and students. You will ensure that the day-to-day functioning of the school is not only efficient but reflects our commitment to excellence discretion and joyful rigor.

WHAT YOU WILL DO

1. Administrative Systems & HoS Support

• Calendar & Presence: Act as the primary point of contact for the Head of School managing complex agendas protecting their time for high-priority tasks and coordinating all incoming/outgoing documentation.

• System Innovation: Create and continually refine administrative systems to streamline recurring needs setting strategic priorities to ensure a balanced and efficient workflow.

• Travel & Expenses: Coordinate domestic and international travel and entertainment arrangements for leadership and special guests. Manage and update expense reports and corporate card reconciliations with high accuracy.

• High-Level Coordination: Support and coordinate school visits professional development sessions and leadership conferences ensuring every event is executed to Avenues standards.

2. Academic Operations & Regulatory Compliance

• Documentation Stewardship: Support the Academic Operations Manager in maintaining meticulous student and faculty records in full compliance with local education norms.

• Regulatory Filing: Prepare update and submit critical documents for signature including Transcripts Diplomas and Enrollment Statements.

• Mandatory Reporting: Support the annual School Census (Censo Escolar) by inputting and double-checking critical data systems.

• Government Relations: Coordinate faculty and student registration in the São Paulo Transportation (SPTRANS) system to ensure benefit eligibility.

3. Program & Departmental Support

• Vestibular Prep Program: Provide operational support by communicating with families students and teachers purchasing materials and managing student registrations on platforms such as Poliedro.

• Procurement & Logistics: Manage department purchases deliveries and vendor relations ensuring all expenses are tracked and submitted for approval through the appropriate internal systems.

• Independent Execution: Operate with a high degree of autonomy organizing meetings and managing daily operations with minimal supervision.

4. Relationship Management & Communication

• Cultural Ambassadorship: Welcome families guests and callers with a warm professional manner that reflects Avenues values across both in-person and written channels.

• Community Pulse: Maintain strong trust-based relationships across the school. Serve as an extra set of eyes and ears for the HoS regarding school life programs and opportunities to recognize exceptional contributions from staff and faculty.

• Crisis & Problem Solving: Act as a go-to resource for staff aiming for a 90% satisfaction rate in helping colleagues solve problems and navigate school procedures.

5. Project Management

• End-to-End Planning: Define activity sequencing and scheduling for specific tasks providing detailed time estimations and resource assessments.

• Monitoring & Reporting: Maintain consistent monitoring and provide timely progress reports to stakeholders conducting after-action reviews to ensure continuous improvement.

Qualifications :

ABOUT YOU

You are a highly resourceful professional who finds satisfaction in the invisible work that makes an organization thrive. You bring:

• Bilingual Fluency: Exceptional verbal and written communication skills in both English and Portuguese are essential. You are equally comfortable drafting a formal letter to a regulatory agency as you are welcoming a global guest to a visit on campus.

• Operational Excellence: You are a power user of office technology (advanced spreadsheets databases and project management tools) and have a successful track record in high-level executive support (5 years preferred).

• Discretion & Decorum: You understand the weight of the information you handle and maintain absolute confidentiality.

• Proactivity: You dont wait for instructions. You see around corners anticipate systemic needs and solve logistical puzzles with a calm efficient demeanor.

• Organizational Agility: You can juggle multiple high-priority tasks without losing your focus on detail. You thrive in a fast-paced environment where change is the only constant.

• Mission Alignment: You show a balance of humility and confidence. You are courageous enough to speak hard truths and deeply committed to our mission of progressive education for global citizenship.

• Accountability & Ownership: You assume total responsibility for outcomes. Regardless of obstacles you are creative and driven to find a way forward.

• Systems Thinking: You see the big picture of school operations and how a small administrative tweak can improve the experience for the entire community.

Additional Information :

Avenues is deeply committed to diversity equity and inclusion throughout our organization. We strive to uphold a culture in which every colleague feels that they belong are trusted and are valued. We welcome applications from candidates of all backgrounds and strongly encourage candidates from traditionally underrepresented communities or groups to apply. Avenues offers competitive compensation and a generous benefits package. 

Avenues upholds the highest standards for safeguarding the physical and emotional wellbeing of children. As an essential aspect of this commitment all offers are contingent upon successful completion of careful reference and background checks. 

Avenues is deeply committed to diversity equity and inclusion throughout our organization. We strive to uphold a culture in which every colleague feels that they belong are trusted and are valued. We welcome applications from candidates of all backgrounds and strongly encourage candidates from traditionally underrepresented communities or groups to apply. Avenues offers competitive compensation and a generous benefits package. 

Avenues upholds the highest standards for safeguarding the physical and emotional wellbeing of children. As an essential aspect of this commitment all offers are contingent upon successful completion of careful reference and background checks. 

Remote Work :

No

Employment Type :

Full-time