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1 month ago

Job Summary

Works with persons in the Executive Director’s responsibilities, including staff and team leads of: w Discovery House Montessori School w Mindscapes Children’s Museum w Berachah Children’s Organization w Vineyard Institute for Teacher Education w Education Reform and Innovation Team w Nucleus Centre for Early Childhood Education w Her domestic staff

  • Minimum Qualification: Degree
  • Experience Level: Mid level
  • Experience Length: 3 years

Job Description/Requirements

Responsibilities:
Managing the ED’s personal comfort and focus.
  • Monitor and protect her mental/emotional space so she can concentrate on her priorities per time. Know what those priorities are.
  • Be sensitive to her mood and know when she needs intervention to remain at her best. Facilitate the needed intervention. She sometimes works best by talking through a problem and sometimes by being uninterrupted- Know when she wants to talk and know when she wants to be alone and give her what she needs.
  • She needs regular retreats/vacations to be at her best. Schedule and organise the retreats/vacations as often as necessary, whether it’s a short retreat for a few days at a local place, or a longer vacation abroad. Keep abreast of possible places to go, ensuring a balance of comfort and cost.
  • Ensure she has everything she needs for her comfort wherever she is- meals, electricity, room temperature and data/connectivity are at the top of the list.


Managing the ED’s office, home, and movement.

  • Office here refers to her personal office in the building, and not to the entire building. Home refers to the entire house.
  • Liaise with the facilities management department and her housekeeper to ensure her office and home meet the characteristics of the Discovery House environment:
  • Function- everything works. Repairs are carried out promptly, damage is prevented.
  • Order: there is a place for everything and everything is in its place. All utilities are paid for in good time- electricity, internet service, phone bills, et cetera.
  • Beauty- high aesthetic value in all spaces. Looks good, smells good. Safety- study the Discovery House hazard identification tool.
  • Security- her personal protection and the protection of all her belongings from loss/theft/damage.
  • Manage, update & maintain a confidential document management/filing system. Master the list of office consumables and supplies needed in her offices: in the building and at home. Ensure they are always restocked when stock is low. Provide supervision to the housekeeper. Inspect the pantry, fridges/freezers, cleaning, food preparation and laundry to ensure all are in good order. Handle all dry cleaning yourself.
  • Monitor the driver to ensure the car is clean, has been serviced when due, and has sufficient fuel. All vehicle papers are complete and up to date- drivers license, registration, insurance, et cetera. Liaise with the school administrator and finance manager.

Interfacing between the ED and The Organizations' staff, visitors, friends, and family.

  • Maintain a purely professional relationship with all staff. Having friends in the building is not an option.
  • Stay aware of the “health” of the organizations. Have the necessary informal conversations to know when the ED needs to step into a situation.
  • Manage her calendar, and schedule appointments. Be mindful that she is not over scheduled, providing necessary breaks for meals and recharging.
  • Take her calls when she is in meetings or needing to be away from her phone, and ensure the matters are handled afterwards.
  • Meet and greet her visitors with the utmost courtesy. Ensure all items for hospitality are available.



Requirements:

  • Bachelor's degree in  Administration or related field preferred.
  • Minimum of 3 years experience in related roles 

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