Administrative Assistant to the Director of the Learning Commons @ American Community Schools Athens

Location: On-Site (Chalandri, Athens, Greece)

Employment Type: Full-Time

Compensation: €1,200 - 1,400 Gross Monthly Salary

Department: Learning Commons

Reports To: Director of the Learning Commons

Schedule: Monday - Friday, 8:30 am - 4:30 pm

Role Overview

The Administrative Assistant to the Director of the Learning Commons plays a pivotal role in maintaining the operational excellence, welcoming culture, and dynamic flow of our multi-level Learning Commons hub. Acting as the primary liaison between the Director, faculty, students, parents, and cross-functional school departments, you will ensure seamless daily operations, coordinate key educational enrichment programs, and support strategic initiatives, including school accreditation and institutional reporting.

Key Responsibilities

1. Daily Operations and Administrative Management

• Calendar and Schedule Management: Maintain and coordinate the Director's calendar and the master Learning Commons calendar, ensuring the accurate scheduling of meetings, programs, events, and departmental activities.
• Building Operations and Student Supervision: Coordinate the flow of students and visitors throughout all three levels of the Learning Commons. Oversee student check-in and check-out procedures and provide supervision during designated study hall periods and Academy Flex blocks.
• Reception and Hospitality: Serve as a welcoming and professional point of contact for students, parents, faculty, staff, and international visitors. Coordinate hospitality arrangements and ensure an inclusive, organized, and service-oriented environment.
• Correspondence and Communication: Prepare, draft, edit, and proofread correspondence, reports, letters, presentations, and other departmental documents. Manage incoming and outgoing communications, respond to routine inquiries, and direct requests to the appropriate individuals or departments.
• Records and Document Management: Organize, maintain, and update physical and electronic files, shared folders, and departmental records, ensuring accuracy, accessibility, appropriate organization, and confidentiality.
• Telephone and Inquiry Management: Answer telephone calls, provide requested information when appropriate, and refer inquiries to the relevant individual or department in a timely and professional manner.
• Office Supplies and Inventory: Monitor office supply inventory, coordinate purchasing and replenishment, maintain accurate purchasing and invoice records, and ensure the availability of essential departmental resources.
• Budget and Financial Administration: Assist with budget preparation, expenditure tracking, invoice documentation, purchase records, and the monitoring of payments associated with Learning Commons programs, events, and activities.
• Confidential Records and Employee Data: Maintain general and confidential departmental files and support the accurate collection, organization, and tracking of employee evaluation data under the direction of the Director.
• Professional Development and Meetings: Coordinate scheduling, logistics, materials, and documentation for Learning Commons professional development sessions, workshops, committee meetings, and related activities.
• Operational Improvement: Identify opportunities to improve administrative procedures, optimize the use of Learning Commons facilities and resources, and enhance the overall efficiency and effectiveness of departmental operations.

2. Program Coordination and Academic Support

• After-School Learning Enhancement Program: Coordinate the administrative and operational requirements of the program, including updating handbooks and program documentation, managing communications with parents, students, and instructors, monitoring attendance, maintaining accurate participation records, and supporting payment processing and reconciliation.
• Accreditation and Quality Assurance: Organize, maintain, and update electronic documentation and archives supporting the school's accreditation and quality assurance processes. Materials may include instructional research, strategic planning presentations, course syllabi, and other institutional documentation.
• Innovation Summits and Summer Scholars Programs: Provide administrative and logistical support for Innovation Summits and Summer Scholars Programs, including maintaining program records, organizing electronic archives, coordinating documentation, and preparing and tracking travel-related documents for school trips.
• Program Documentation and Records Management: Ensure that program-related files, records, schedules, communications, and supporting documentation are complete, accurate, current, and readily accessible to authorized personnel.
• Data Privacy and Confidentiality: Maintain the integrity and confidentiality of departmental records across physical filing systems and cloud-based platforms, adhering to applicable school policies, data protection requirements, and established confidentiality protocols.

3. Cross-Departmental Collaboration and Institutional Support

• Interdepartmental Coordination: Collaborate with the Enrollment Office, Business Office, Information Technology (IT), Human Resources (HR), and School Leadership to coordinate administrative processes, facilitate information sharing, and support efficient institutional operations.
• Financial and Purchasing Coordination: Assist with budget preparation, expenditure monitoring, purchasing documentation, invoice tracking, and payment coordination for departmental programs, events, and activities, in collaboration with the appropriate offices.
• Meetings and Committee Support: Coordinate meeting schedules, prepare agendas and supporting materials, document meeting proceedings, record minutes, and monitor follow-up actions as required.
• Employee Evaluation Support: Assist the Director with the organization, maintenance, and tracking of employee evaluation records and related documentation, ensuring accuracy and confidentiality.
• University Partnerships and Intern Support: Welcome and assist interns from partner universities, facilitate their orientation and integration into the school environment, and coordinate relevant administrative arrangements in collaboration with appropriate school personnel.
• Institutional and Departmental Initiatives: Provide administrative, organizational, and logistical support for special projects and initiatives undertaken by the Learning Commons, as well as other institutional activities requiring departmental coordination.

Key Competencies and Qualifications

• Administrative Experience: Demonstrated experience in administrative coordination, office management, or operational support within a dynamic, service-oriented environment. Experience in an educational, international, or academic setting is highly desirable.
• Communication and Writing Skills: Excellent written and verbal English-language communication skills, including the ability to draft, edit, and proofread professional correspondence and documents. Demonstrated ability to communicate tactfully, clearly, and effectively with diverse stakeholders.
• Digital Literacy and Information Management: Proficiency in Google Workspace and/or Microsoft 365, including calendar management, document preparation, spreadsheets, shared drives, and cloud-based collaboration tools. Ability to maintain well-organized electronic records and digital archives.
• Organizational and Time-Management Skills: Exceptional attention to detail and the ability to prioritize competing demands, manage multiple responsibilities, meet deadlines, and maintain accurate records in a fast-paced environment.
• Adaptability and Problem-Solving: Demonstrated initiative, sound judgment, and flexibility in responding to changing priorities, unexpected scheduling requirements, and the operational demands of a busy, student-centered environment.
• Professionalism, Integrity, and Discretion: A high standard of professional conduct, sound judgment, and demonstrated ability to handle confidential information responsibly and maintain appropriate boundaries when working with students, families, faculty, staff, and institutional leadership.
• Initiative and Continuous Improvement: A proactive, solutions-oriented approach to work, with the ability to identify operational needs, recommend improvements, streamline workflows, and contribute to the effective use of departmental resources and facilities.
• Collaboration and Service Orientation: A demonstrated ability to work cooperatively across departments, build positive professional relationships, respond effectively to stakeholder needs, and contribute to an inclusive and supportive learning environment.
• Operational Flexibility: Willingness to adapt to evolving departmental and institutional priorities and undertake additional administrative, operational, or supervisory responsibilities reasonably assigned by the Director or School Leadership.

Why Join ACS Athens?

At ACS Athens, you become part of a vibrant international community committed to excellence, innovation, collaboration, and continuous growth. You are supported through meaningful professional development, diverse learning opportunities, and a culture of cooperation, belonging, and trust—while contributing your talents and expertise to a shared purpose: empowering learners to become architects of their own learning, thrive as conscious global citizens, and improve life and living on the planet.