Escuela Bilingue Internacional
Executive Assistant to the Head of School and Advancement Assistant
Escuela Bilingue Internacional, Oakland, California, United States, 94616
Overview
The community of EBI, including the faculty and staff, is a unique and valuable asset to the school. It is with this in mind that, in addition to specific responsibilities, it is essential that all EBI employees demonstrate the following: Personal alignment with the EBI mission and the IB mission. Strong advocacy for bilingualism, educational excellence, diversity, international mindedness and the cultivation of character. Enjoyment working in a diverse, international and collaborative school environment Effective listening, speaking, writing and presenting skills in both Spanish and English, as required. Positive attitude and a deep sense of professionalism. Position Overview
The
Executive Assistant to the Head of School
and
Advancement Assistant
is a key dual role responsible for providing high-level administrative support to the Head of School while also coordinating and executing strategic projects for the Advancement Office. This position serves as a primary point of contact for the Head of School and plays a vital role in supporting the school's mission through its development, admissions, and communications efforts. The ideal candidate will be a highly organized and detail-oriented professional with strong communication and project management skills. This role requires a high degree of discretion, responsiveness, and a positive attitude in a fast-paced environment. The position is a 50/50 split between Executive Assistant duties and Advancement Assistant duties. Key Responsibilities
Executive Assistant (50%)
Administrative and Communications Support
Manage the Head of School's calendar, correspondence, budget, and travel arrangements. Provide comprehensive administrative support for short-term and long-term special and strategic projects from the Head's office. Draft, edit, and proofread communications, reports, presentations, and other materials for the Head of School. Serve as the main point of contact for all individuals needing to meet with the Head of School.
Board of Trustees and Governance
In coordination with the HoS, provide administrative support for the Board of Trustees. Assist in planning and managing logistics for Board of Trustees meetings, which may require occasional evening or weekend hours.
School-Wide Coordination
Create and maintain the school's master calendar, coordinating with multiple departments to ensure clarity and alignment. Assist in planning and executing special school events and interviews hosted by the Head of School's office. Handle and safeguard confidential materials and sensitive information with professionalism and integrity. Obtain, gather, and organize pertinent data for surveys and compliance reports for school membership organizations as requested.
Advancement Assistant (50%)
Development and Fundraising
Manage and maintain the donor database, ensuring accurate tracking of donations, donors, and event attendance. Coordinate with the accounting department monthly to reconcile donations and payments. Create and send timely donation "thank you" letters and receipts. Provide administrative support for fundraising events, including timeline management, communication, and material development.
Admissions and Communications
Assist the Director of Advancement and the Director of Admissions with their respective platforms and events. Support the creation and updating of school-wide communications and marketing materials, including newsletters, social media posts, and the school website. Assist with the development and production of the school yearbook. Serve as a project manager for special departmental projects (e.g., marketing material design, promotional packets).
Qualifications and Requirements
Experience and Education
Bachelor's degree required. Bilingual English and Spanish required. A minimum of five years of high-level administrative support experience, ideally in an educational or mission-driven environment. Experience in an executive office is a plus.
Skills and Competencies
Exceptional organizational skills, attention to detail, and ability to manage multiple priorities in a fast-paced environment. Excellent written and oral communication skills in both English and Spanish are required. Certification in English/Spanish translation strongly preferred. Advanced proficiency in Google Workspace and/or Microsoft Office Suite (Word, Excel, PowerPoint). Strong computer skills, including database management (e.g., DonorPerfect, SquareSpace, or similar platforms) and mail merges. A high degree of discretion, emotional intelligence, and the ability to handle sensitive matters with compassion and confidentiality. A collaborative spirit and a positive outlook, with the ability to work both independently and as part of a team. A demonstrated understanding of multiculturalism and a commitment to equity, inclusivity, and social justice.
Additional Requirements
Enjoy working in an international, diverse school environment. Support the school's mission and values, including bilingualism, educational excellence, diversity, and global citizenship. Bring a positive attitude and sense of professionalism to the school community. Occasional evening and weekend hours will be required for Board meetings and special events. The position is a 100% in-person role.
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The community of EBI, including the faculty and staff, is a unique and valuable asset to the school. It is with this in mind that, in addition to specific responsibilities, it is essential that all EBI employees demonstrate the following: Personal alignment with the EBI mission and the IB mission. Strong advocacy for bilingualism, educational excellence, diversity, international mindedness and the cultivation of character. Enjoyment working in a diverse, international and collaborative school environment Effective listening, speaking, writing and presenting skills in both Spanish and English, as required. Positive attitude and a deep sense of professionalism. Position Overview
The
Executive Assistant to the Head of School
and
Advancement Assistant
is a key dual role responsible for providing high-level administrative support to the Head of School while also coordinating and executing strategic projects for the Advancement Office. This position serves as a primary point of contact for the Head of School and plays a vital role in supporting the school's mission through its development, admissions, and communications efforts. The ideal candidate will be a highly organized and detail-oriented professional with strong communication and project management skills. This role requires a high degree of discretion, responsiveness, and a positive attitude in a fast-paced environment. The position is a 50/50 split between Executive Assistant duties and Advancement Assistant duties. Key Responsibilities
Executive Assistant (50%)
Administrative and Communications Support
Manage the Head of School's calendar, correspondence, budget, and travel arrangements. Provide comprehensive administrative support for short-term and long-term special and strategic projects from the Head's office. Draft, edit, and proofread communications, reports, presentations, and other materials for the Head of School. Serve as the main point of contact for all individuals needing to meet with the Head of School.
Board of Trustees and Governance
In coordination with the HoS, provide administrative support for the Board of Trustees. Assist in planning and managing logistics for Board of Trustees meetings, which may require occasional evening or weekend hours.
School-Wide Coordination
Create and maintain the school's master calendar, coordinating with multiple departments to ensure clarity and alignment. Assist in planning and executing special school events and interviews hosted by the Head of School's office. Handle and safeguard confidential materials and sensitive information with professionalism and integrity. Obtain, gather, and organize pertinent data for surveys and compliance reports for school membership organizations as requested.
Advancement Assistant (50%)
Development and Fundraising
Manage and maintain the donor database, ensuring accurate tracking of donations, donors, and event attendance. Coordinate with the accounting department monthly to reconcile donations and payments. Create and send timely donation "thank you" letters and receipts. Provide administrative support for fundraising events, including timeline management, communication, and material development.
Admissions and Communications
Assist the Director of Advancement and the Director of Admissions with their respective platforms and events. Support the creation and updating of school-wide communications and marketing materials, including newsletters, social media posts, and the school website. Assist with the development and production of the school yearbook. Serve as a project manager for special departmental projects (e.g., marketing material design, promotional packets).
Qualifications and Requirements
Experience and Education
Bachelor's degree required. Bilingual English and Spanish required. A minimum of five years of high-level administrative support experience, ideally in an educational or mission-driven environment. Experience in an executive office is a plus.
Skills and Competencies
Exceptional organizational skills, attention to detail, and ability to manage multiple priorities in a fast-paced environment. Excellent written and oral communication skills in both English and Spanish are required. Certification in English/Spanish translation strongly preferred. Advanced proficiency in Google Workspace and/or Microsoft Office Suite (Word, Excel, PowerPoint). Strong computer skills, including database management (e.g., DonorPerfect, SquareSpace, or similar platforms) and mail merges. A high degree of discretion, emotional intelligence, and the ability to handle sensitive matters with compassion and confidentiality. A collaborative spirit and a positive outlook, with the ability to work both independently and as part of a team. A demonstrated understanding of multiculturalism and a commitment to equity, inclusivity, and social justice.
Additional Requirements
Enjoy working in an international, diverse school environment. Support the school's mission and values, including bilingualism, educational excellence, diversity, and global citizenship. Bring a positive attitude and sense of professionalism to the school community. Occasional evening and weekend hours will be required for Board meetings and special events. The position is a 100% in-person role.
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