Executive Secretary International Schools Group

The successful candidate will be expected to perform the following general responsibilities:

• Respond to urgent maintenance and custodial requests, dispatching them to appropriate personnel.
• Manage communications and inquiries received through the Support Services inbox.
• Track and assign maintenance requests via Kissflow to designated teams.
• Facilitate security access (Kissflow VAF) arrangements for contractors and vendors.
• Manage procurement activities, including processing purchase requests and finance documents, sourcing vendors, coordinating deliveries, and reviewing contractor invoices.
• Organize monthly maintenance schedules and liaise with external contractors (e.g., pest control, fire safety, pool testing).
• Maintain inventory of office, IT and maintenance supplies for Support Services.
• Process and arrange signage requests for doors, tables, and plaques.
• Record and coordinate the handling of lost and found items.
• Assist with shipment sorting and distribution across ISG campuses.
• Provide comprehensive administrative support to the ISG Operations Department, including maintaining records and databases, managing correspondence and reports, and coordinating meetings and communications.
• Reconcile procurement cards, petty cash, and assist with departmental budget tracking.
• Submit monthly departmental reports, including attendance and absence records.
• Assist with Operations projects, events, and special initiatives as required.
• Assist with the onboarding and offboarding for new contractors (issuance of ID, Code of Conduct, and CP training).
• Releasing and Ordering of toners and staples.
• Perform other duties as assigned by the Director of Operations.

The successful candidate will be expected to undertake one or more of the following specialized responsibilities:

Villa Setups

• Procuring household kits and groceries for the new incoming ISG staff who will be residing in ISG-approved accommodation.
• Overseeing the cleaning and setup of villas prior to their occupancy.
• Coordinating maintenance requirements with compound management and the ISG HR Department.
• Managing and updating accommodation inventory for onboarding and offboarding staff.

Events

• Maintain and update event calendars; review All-in-One Forms.
• Consolidate weekly schedules; coordinate event setups.
• Monitor and track event-related staff overtime and trade day usage.
• Review and process Visitor Appointment Forms for event access.
• Manage the inventory of equipment, tools, furniture, and materials that are used for ISG events.

Mail and Switchboard

• Manage mail operations, including internal mail runs, external mail services through SPL and DHL as needed, distribution, staff inquiries, and postage supply maintenance.
• Operate the ISG Dhahran switchboard, directing calls, relaying messages, recording call logs, and responding to basic campus inquiries.

Transportation

• Coordinate and process ISG staff transportation for pre-approved business trips, adhering to ISG policies, and process transportation requests with required approvals.
• Maintain accurate records of transportation arrangements, costs, vendor data, and ISG approvals in the ISG system.
• Process transportation-related invoices and expense reports accurately, ensuring compliance with ISG financial procedures.
• Assist in developing/maintaining efficient transportation request and arrangement processes, following ISG best practices.

Helpdesk

• Serve as the initial point of contact for end-users seeking assistance with Kissflow and Google Workspace applications via phone, email, and/or ticketing system.
• Provide prompt, courteous, and accurate first-level technical support, aiming for first-call resolution whenever possible.
• Escalate complex technical issues that require in-depth knowledge to a Google Administrator, providing detailed information about the problem and troubleshooting steps taken.
• Potentially assist with basic IT support tasks beyond Kissflow and Google Workspace as needed (e.g., password resets, basic hardware troubleshooting).
• Manage IT inventory and coordinate repair services.

Operations Support and Purchasing

• Manage IT and non-IT purchase inquiries and requests from the District Office and all schools, including research, vendor coordination, quote acquisition, and processing of finance documents (e.g., CJF, bid analysis).
• Handle end-to-end procurement for IT infrastructure projects, school maintenance, and building improvements in Aziziyah, Dammam, and Jubail, including purchase requisition, invoice processing, delivery coordination, and project scheduling.
• Oversee the Operations Department's financial transactions by monitoring procurement cards and cash expenditures.
• Track and process district-wide IT software, subscription renewals, and Operations maintenance contracts.
• Manage ISG business accounts with STC and Mobily, including service requests, cancellations, transfers, and portal administration for the District Office and schools.
• Submit monthly absence reports for the Operations Department.
• Manage the inventory of Aziziyah campus keys and flags.
• Perform other duties as assigned by the manager.