Executive Assistant to the Director of Operations & Chief Vision Officer

THINK Global School

1d•Hybrid

About The Position

THINK Global School is looking for a high-energy Executive Assistant to join our worldwide team. Reporting to the Director of Operations, you’ll spend your days booking international travel, handling visa paperwork, and keeping a sharp eye on company spending. You’ll also be our digital go-to, managing the school intranet, reviewing policies, and using AI tools to keep things running smoothly. This is a primarily remote role, with weekly in-person meetings with the Director of Operations in Watford.

Requirements

18 months+ in a business support or EA role; must be able to hit the ground running.
Bachelors degree preferred or work experience equivalent
Ability to work flexible hours, which may include early mornings, evenings, weekends, and/or holidays as necessary.
Ability to travel internationally as required.
Candidates must possess a valid passport or be willing to obtain one prior to employment.
High proficiency in Google Workspace and a natural aptitude for learning new software, CRM systems (Hubspot) and AI tools.
Comfortable with basic budgeting, expense tracking, and working with finance teams.
Ability to manage change and uncertainty
Demonstrated ability to keep information confidential
Vibrant, energetic, and highly flexible. A proactive fixer who anticipates needs.
Must live within a commute of Watford/North West London for weekly in-person collaboration.

Nice To Haves

Familiarity with international and custom procedures a plus

Responsibilities

Global Logistics & Travel Management Executive Travel: Full-cycle booking of international multi-leg flights and accommodation for the Executive Leadership Team.
Research: Conducting deep-dive research into travel options to ensure cost-efficiency and logistical feasibility.
Immigration Support: Managing the full cycle administration of visa applications, including drafting and submitting consulate letters to the appropriate parties, communicating directly with consulates, booking student travel, crisis management support and tracking student/staff documentation.
Onsite Support: Participate and provide international onsite support for meetings and events/PD as required.
Financial Oversight & Business Operations Company Card Management: Act as the primary reviewer for all company credit card transactions across business operations.
Expense Reconciliation: Managing executive credit card reconciliations and processing invoices for global vendors.
Compliance & Auditing: Ensure all transactions are spent from the correct budgets, assigned the appropriate company codes, and supported by correct, high-quality receipts.
Budget Tracking: Assist the Director of Operations in monitoring departmental spending and calling out inconsistencies before they become issues.
Reporting: Assisting the Director of Operations in preparing monthly financial snapshots and monitoring "in-country" logistics costs.
Lifecycle Management of the Policy Portfolio The EA acts as the project manager for the school's "portfolio of policies".
The Annual Review Cycle: Pushing specific policies out to relevant department heads for their annual review and ensuring they meet deadlines.
Version Control & Collation: Gathering all edits and feedback, collating them into a single draft for executive review, and then producing the finalized clean versions.
Gap Identification: Assisting the Director of Operations in identifying missing policies that are required for global high school compliance.
Policy & Insurance Policy Management: Maintain the central school policy catalog, managing the annual review cycle and collating edits for legal compliance.
Insurance: Responsible for submission and tracking of the commercial insurance and student insurance policies
Digital Architecture & Community Engagement Intranet Management: Own the maintenance and curation of TGS Connect, our central intranet for parents, staff, and students.
Email Management: Full cycle ownership of the TGS email inboxes and multiple departmental communications
Content Creation: Proactively create, edit, and tidy digital content to ensure the platform remains on-brand, intuitive, and up-to-date.
Strategic Communications: Support and create community-wide communications regarding travel itineraries, immigration requirements, logistics updates, and executive briefings, ensuring all stakeholders are informed and aligned.
Digital Housekeeping & CRM Maintenance: Serve as the 'librarian' of our global knowledge base by maintaining the integrity of our CRM database; ensuring all records are clean, organized, and intuitive while keeping our digital platforms accurately reflects the ever-changing landscape of our global operations.
Tech Adoption: Utilizing AI and modern digital tools to streamline administrative workflows, draft communications, automate repetitive tasks and improve organizational efficiency.
Business Operations & Chief Vision Officer Support Project Coordination: Tracking milestones for legal compliance, trademark renewals, and contract terms and dates.
Meeting Mastery: Managing calendars, preparing briefing packs, action items and ensuring weekly meetings are productive and documented.
Vision Support: Drafting presentations and conducting research to support business operations, external partnerships and program development.
Ad Hoc Support: Providing flexible assistance on special projects and "catch-all" administrative duties as required by the global nature of the school.
Other duties as assigned