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Board Administrative Assistant (PT)

Job Title: Board Administrative Assistant (PT)
Contract Type: Flexi-time
Location: Sai Kung, New Territories
Industry:
Start Date: as soon as possible
Duration: permanent
REF: #A443
Contact Name: Mia De Leon
Contact Email: mia.deleon@hkacademy.edu.hk
Job Published: over 1 year ago

Job Description

The Board Administrative Assistant reports directly to the Head of School but must work closely with the Board Chair and other members of the Board and Administration, which may include direct assignment of work from time to time. Ensuring that reporting lines are observed and managing effective communication between the School and the Board in this respect is therefore an important part of the Assistant’s role.

The primary purpose of the role is to ensure the effective management and coordination of the Board’s activities in line with established procedures and priorities and to act as a key conduit in the management of the Board’s institutional memory, in order to achieve the Board’s annual and longer term strategic objectives.

This position helps to ensure a joined-up and unified governance structure for the School, working alongside the Board and Administration. For example, assisting in ensuring that Board policy directives and decisions are acted upon or providing other support from time to time.

Qualifications and Experience
The Board Administrative Assistant should have the following qualification and experience:
• University degree, with post-graduate and/or professional qualification preferred;
• 10+ years’ relevant work experience in an administrative capacity;
• Experience of governance in an international school or other setting preferred;
• Understanding of governance in an international school or other setting;
• Strong organizational skills;
• Critical thinking skills;
• Excellent proficiency in written and spoken English:
- Exemplary writing ability;
- Strong ability to capture the essence of meeting discussions for minutes and
summaries;
- Knowledge and experience of MS Office including Outlook, Word, PowerPoint and
Excel;
• Able to build effective working relationships with Board, administration, faculty and
support staff;
• Able to maintain strict confidentiality;
• Good personal work attitude:
- Self-confident and out-going;
- Trustworthy;
- Calm under pressure and changing deadlines;
- Able to use initiative and take a proactive approach to the work;
- Able to work as part of the Board team.

Work hours
Flexible working hours and location however is required to be present in certain school activities and meetings as required.


General Responsibilities
The Board Administrative Assistant will be responsible for:

1. Board Meetings
a. Attend all regular and special Board meetings, including the AGM;
b. Draft agenda, presentations and meeting summaries for Board Chair, and Chairs of the Board Sub-Committee; ensure that others prepare related paperwork in accordance with the Board’s timelines;
c. Monitor the implementation of Board decisions or action items and provide assistance to others to achieve implementation including communicating regularly with those expected to complete the action;
d. Maintain and update the Board’s action, Board Calendar and Committee mandates or action plans;
e. Coordinate the timely preparation of the monthly Board meeting package including drafting of documentation, ensuring timely submission of materials and adherence to standard formats;
f. Coordinate the production of the Board’s End of Year report;
g. Coordinate the Board’s evaluation processes at mid-year and End of Year, including HOS, Board, Board Chair and meeting evaluations;
h. Ensure the logistics of all Board related meetings (venue booking, catering provision, transport etc.), with assistance and support from the Administration as agreed in advance.

2. Research and Analysis
a. Search Board archives for data as requested;
b. Carry out research as directed by HOS, Board Chair or Board Committee Chairs;
c. Prepare reports and briefing materials.

3. Record Keeping
a. Keep the Board’s governance documents updated and identify required updates;
b. Develop a system for the organization of the Board archives;
c. Ensure Board decisions are archived according to a developed system;
d. Update the Board pages on the School Website regularly, including publication of monthly meeting agenda and meeting summaries;
e. Work with the Administration to ensure continuity of archiving and preservation of the Board’s institutional memory;

4. Communication
a. Assist the Board Chair and HOS to communicate with Board members and the wider community;
b. Draft communication pieces for Xiao Xi as identified by the Board and ensure Board and Committee meetings are notified in the calendar;
c. Draft other messages to the parents, faculty, staff, and other members of the HKA community for publication as needed.

5. Board members
a. Support the Board Chair and Trustees Committee to manage the Board’s processes for the appointment and election of members;
b. Prepare orientation materials for new Board, and Committee members and keep them updated. Assist the Board Chair and the Trustees Committee in the orientation of new members;
c. Provide information to members as requested, keeping Board Chair and HOS informed