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THINK Global School

Administrative Assistant and Media Specialist

Onsite · International, New York
Department Onsite
Employment Type Employee
Minimum Experience Entry-level

Position Description

Reporting to the Cohort Principal, the Onsite Administrator & Media Specialist is responsible for providing administrative and media support to THINK Global School’s Principal and onsite team. This role will assist in making the day-to-day operations run smoothly and efficiently.   

Key Responsibilities

  • Provide administrative support to the Cohort Principal, In-Country-Coordinator, and other onsite staff

  • Maintain calendars, schedule meetings, respond to parent and staff inquires as appropriate

  • General administrative duties including but not limited to electronic filing, scanning, printing, and shipping

  • Assist with class scheduling, testing & general calendar, preparation for and recording of administrative needs, preparing staff meeting agendas, diarizing needs, including staff meeting minutes and distribution

  • Use appropriate platforms to store minutes and send follow up notices to staff on to-dos and action items using appropriate platforms in a timely manner

  • Maintain school calendar and keep online platforms updated

  • Collaborate with the Marketing Department to  assist with social media presence (may require taking photos and updating profiles)

  • Collaborate with the Marketing Department to assist with visual media records (videos, photography)
  • Assist with Logistics:
    • initial setting up of mobile connections, phone top-ups & general troubleshooting of issues relating to mobiles of students & staff;
    • assist with transportation logistics i.e. airports runs, pick-up & delivery;
    • tracking In-country inventory & shipment to school’s next destination;
    • tracking of personal project item inventories
  • Proctoring organized exams i.e. AP & assisting with transportation & general logistics during the exam period;
  • Assist with tracking and disbursement of petty cash for onsite needs
    • Including, coordinate with advisors on issuing Student Personal Projects budget funds;
  • Collect receipts and submit expense reports as required
  • Manage and track purchase orders
  • Assist with the host city and google site pre-term set-up
  • Submit timely reports and prepare presentations/proposals as assigned
  • Manage and track employee sick time and report to staff and HR
  • Coordinate Production of the Newsletter:
    • overseeing & liaising with various persons involved;
  • School Supplies maintenance
    • ensure school stationery supplies are purchased and distributed throughout the term as needed
  • Assist with ensuring all medical kits are maintained and restocked as needed
  • Assist with coordination of graduation, guest speakers and other onsite events as needed.

 Other Responsibilities 

  • Assist with the processing of student academic reports

  • Residential duties, including day duties and overnight stays at the student resident to supervise students and ensure students safety

  • Other ad hoc responsibilities as assigned

Required Skills

  • Excellent organizational skills and attention to detail

  • Flexible, adaptable and open to change

  • Strong personal motivation, initiative, follow-through, and commitment;

  • Ability to work both independently and cooperatively as a team member and give and receive both positive and constructive feedback

  • Able to prioritize and work on multiple projects simultaneously

  • Very strong and effective communicator, both written and oral

  • Leadership and organizational skills to manage small and large groups

  • Strong Technology Skills: Comfortable with Google apps especially Calendaring, Spreadsheets, and Forms, with a willingness to use and learn new systems as they emerge

  • Media Skills: Ability to create presentations, blog posts, video presentations. Added bonus if the candidate is familiar with Adobe Suite production tools.

  • Ability and desire to live and work in a communal setting that is both a professional place of business and a home to students and staff.

 Physical Requirements

  • Frequently move equipment weighing up to 50 pounds for various classrooms and event needs.

  • Frequently works in outdoor weather conditions.

  • Typical physical fitness level: As a traveling boarding school, staff are required to participate on extended expeditions outside the normal school day. Staff will be required to move on their own with little assistance, carry 20-50 pounds over varying terrain, enter and exit a boat with little assistance and be able to upright himself/herself in case of a boat tipping.  Staff will be on and off trails at elevations of 7,000-14,000 feet. 


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  • Location
    International, New York
  • Department
  • Employment Type
  • Minimum Experience