HS Assistant 25-26

Puesto: HS Assistant 25-26/ 26-27
Thank you for your interest in joining The American School Foundation of Guadalajara!

At ASFG, we are deeply committed to our mission statement and learning goals. We believe that by nurturing purposeful learners, critical and creative thinkers, effective communicators, and engaged community contributors, our students—future leaders in Mexico and beyond—will develop the skills, understanding, and aspiration to shape a bright and sustainable future.

We value belonging and are committed to an ongoing process of cultivating a welcoming environment. This means continuously listening, learning, and adapting to ensure that every student and family feels seen, heard, and empowered to thrive.

Location:

Colomos 2300, Italia Providencia, Guadalajara, Jalisco, México.

Mission:

The Secretary to the High School Principal's purpose is to support the Principal's educational leadership vision and ensure efficient office operations. They coordinate communication, administrative tasks, and assisting the development of strategic planning projects while serving as a reliable contact for administrators, staff, parents, and other community members. By managing records, schedules, and tasks, the secretary enables the principal to focus on strategic planning and educational initiatives.

This collaborative role creates an environment for effective leadership, fostering collaboration, and achieving the school's educational objectives.

General Description of Responsibilities

Managing Direct Communication:
The secretary handles incoming and outgoing communication on behalf of the principal. This includes answering phone calls, responding to emails, and managing correspondence.

Scheduling and Calendar Management:
The secretary helps the principal manage their schedule by coordinating appointments, meetings, and events. They maintain the principal's calendar, schedule appointments, and ensure that the principal is well-prepared for each engagement.

Record-Keeping and Documentation:
The secretary is responsible for maintaining and organizing important documents, records, and files related to the school's operations. This may include student records, staff documents, budgetary information, and other administrative files.

Meeting and Event Coordination:
The secretary assists in planning and organizing meetings, conferences, and special events. They may help with logistics, such as reserving meeting spaces, sending invitations, preparing agendas, and taking minutes during meetings.

Correspondence and Report Preparation:
The secretary assists in drafting, formatting, and proofreading various types of written communication, including reports, letters, memos, and announcements. They ensure that such documents are accurate, professional, and reflect the principal's voice.

Reception and Visitor Management:
The secretary greets visitors, parents, and other individuals who come to the principal's office. They ensure a welcoming and professional atmosphere, direct visitors to the appropriate person or department, and handle inquiries.

Confidentiality and Discretion:
The secretary maintains a high level of confidentiality and discretion when dealing with sensitive information, ensuring that privacy and confidentiality protocols are followed.

Office Management:
The secretary may oversee general office tasks, such as managing office supplies, maintaining equipment, and coordinating administrative support services.

Financial Management:
They may also assist in budget tracking, scheduling payments, contacting suppliers, and expense reporting.

Team

Collaboration:

The secretary works collaboratively with other administrative staff members, teachers, and support staff to facilitate effective communication and coordination within the school to achieve the section's goals and operational needs.

Specific Functions and Responsibilities

Organize meetings with parents of students at risk or with conditional enrollment and ensure that the signed letters are available for future follow-up.

Prepare letters for students who are at risk or in a conditionally enrolled status (AR, CAR, CM, CCM, NAR, NCM).

Plan daily teacher substitutions and distribute them among…