Assistant to the Director of Campus Operations and Events

Title: Assistant to the Director of Campus Operations and Events

Location of Assignment: The location of assignment Bugesera, Eastern Province, Rwanda with intermittent travel throughout the East African Region. 

Duration of Assignment: Open ended

Working Hours: 45

Supervision: The Assistant to the Director of Campus Operations and Events positionwill report directly to the Director of Campus Operations and Events or his/ her designee and may be requested from time to time to work beyond normal working hours for the smooth functioning of the technological infrastructure within the school and be compensated for such longer hours with rest day/s equivalent to hours worked.

• Rwanda 
• Facilities and Operations

Who We Are 

Ntare Louisenlund International School Rwanda aspires to become a leading institution in Africa, dedicated to fostering excellence in education. Through the Rwanda plus-STEM program, the school attracts the finest talents in mathematics, computer science, natural sciences, and technology, serving as a catalyst for innovation, entrepreneurship, and future-shaping endeavors. Situated on a scenic 60-hectare campus in Rwanda’s Bugesera District, just a forty-five-minute drive from Kigali, the full boarding school currently accommodates 250 students from grades 7–8, and will welcome an additional 110 students into grade 9 in September 2026.

Ntare Louisenlund School is committed to delivering an exceptional international education, empowering students to secure scholarships at the world’s leading universities. The student body is uniquely diverse, consisting of a plus-STEM stream of talented students selected through a rigorous assessment process and funded by scholarships, alongside students from across Africa pursuing the IB Diploma whose families finance their education. As an IB World School, Ntare Louisenlund School currently offers the IB Middle Years Programme (MYP) from grades 7-9, with plans to introduce the Diploma Programme (DP) in the near future. The school is operated and managed by Ntare Louisenlund CBC in close collaboration with Stiftung Louisenlund, a renowned institution with over 75 years of experience running a premier secondary boarding school in Germany, ensuring a shared standard of excellence across both locations. Additionally, the school maintains a strategic partnership with the Rwandan government to assist plus-STEM students receiving national scholarships.

Your Challenge & Responsibilities 

The Assistant to the Director of Campus Operations and Events provides administrative, coordination and operational assist to ensure the smooth running of campus operations and the effective planning and delivery of School events. The role serves as a central coordination point between the Director, internal departments, service providers and other stakeholders. The post holder is expected to be highly organized, service-oriented, discreet and able to oversee multiple priorities in a busy international school environment.

Your main duties and responsibilities include: 

Executive and Administrative assist

• oversee the Director’s calendar, appointments, meetings, reminders and follow-up actions.
• produce agendas, meeting packs, minutes, briefing notes, reports, presentations and routine correspondence.
• keep accurate electronic and physical records for campus operations, events, suppliers, facilities and related activities.
• Track decisions, assigned actions and deadlines, and deliver timely reminders to responsible staff members.
• Receive and appropriately direct enquiries, requests and concerns relating to campus operations and events.
• manage confidential and sensitive information with professionalism and discretion.

Campus Operations Coordination

• assist the Director in coordinating daily operational requirements across the School campus, including classrooms, offices, boarding facilities, common areas and event spaces.
• Receive, log and follow up maintenance, facilities, transport, grounds, housekeeping, security and logistical requests with the relevant teams.
• help with planning room allocations, venue readiness, furniture arrangements, signage and operational set-ups.
• perform or assist routine readiness checks and report defects, risks, delays or service gaps to the Director.
• keep operational schedules, checklists, service records, asset-related information and departmental trackers.
• assist coordination with contractors, vendors and service providers, including access arrangements, work schedules and completion follow-up.
• Assist with stock monitoring and timely requests for operational and event-related supplies.

Events Planning and Delivery

• assist the planning and delivery of School events, meetings, ceremonies, conferences, parent activities, student programs, official visits and community engagements.
• produce event plans, timelines, checklists, duty rosters, venue layouts, guest lists and logistical requirements.
• organize event requirements such as venues, seating, audio-visual assist, catering, décor, transport, accommodation, protocol, security, cleaning and signage.
• Liaise with internal departments and external service providers to confirm responsibilities, timelines and standards.
• Be present during event set-up, delivery and breakdown, including outside normal working hours when required.
• assist guest reception, registration, ushering, protocol and the resolution of operational issues during events.
• Assist with post-event reviews, documentation of lessons learned and follow-up on outstanding actions or supplier matters.

Procurement, Budget and Vendor assist

• produce and track purchase requests, quotations, delivery notes, invoices and other supporting documentation in accordance with School procedures.
• Assist the Director in monitoring departmental and event expenditure against approved budgets.
• keep organized vendor and service-provider records, including contacts, quotations, agreements and performance notes.
• Verify that requested goods and services have been delivered as agreed and promptly report any discrepancies.
• Promote value for money, proper documentation and responsible use of School resources.

Communication and Stakeholder Coordination

• Serve as a professional point of contact for staff, students, parents, visitors and suppliers on matters assigned by the Director.
• Communicate operational and event arrangements clearly, accurately and in a timely manner.
• keep positive working relationships across academic, boarding, administration, security, finance, procurement, transport, communications and other School functions.
• Escalate urgent concerns, safety issues, service failures or reputational risks to the Director without delay.
• deliver courteous and culturally sensitive service in line with the standards of an international school.

Safety, Safeguarding and Compliance

• Comply with the School’s safeguarding, child-protection, health and safety, security, data-protection and confidentiality requirements.
• assist the implementation of risk assessments, emergency arrangements, access controls and safety measures for events and campus activities.
• Immediately report hazards, incidents, safeguarding concerns or breaches of procedure through the appropriate channels.
• Ensure contractors, visitors and service providers follow School access, perform and safety requirements.
• Carry out duties in accordance with applicable Rwandan laws, School policies and approved procedures.

Your Profile

• Bachelor’s degree or advanced diploma in Business Administration, Hospitality, Events Management, Facilities Management, Operations, Public Administration or a related field.
• At least two years of relevant experience in administration, operations, facilities, hospitality, events or executive assist; experience in a school, hotel, conference centre or similar service environment is an advantage.
• Demonstrated experience coordinating multiple activities, stakeholders, schedules and deadlines.
• Practical experience preparing reports, meeting minutes, trackers, purchase documentation and event plans.
• Strong proficiency in Microsoft Office or Google Workspace, particularly Word/Docs, Excel/Sheets, PowerPoint/Slides, email and calendars.
• Fluency in English is required. Knowledge of Kinyarwanda is strongly preferred; knowledge of French or German is an added advantage.
• A valid driving license is an advantage.
• Experience within international schools, higher education, or nonprofit organizations.
• Experience working in Africa and/or within multicultural environments.
• Familiarity with donor-funded programs and grant compliance.

Required Competencies and Personal Attributes

• Excellent organization, planning and time-management skills.
• Strong attention to detail and a disciplined approach to documentation and follow-up.
• Professional written and verbal communication skills.
• Ability to anticipate needs, solve problems and remain calm under pressure.
• High level of integrity, reliability, discretion and accountability.
• Strong interpersonal skills and the ability to work effectively with people from diverse cultural and professional backgrounds.
• Service mindset, flexibility and willingness to assist activities beyond normal office hours when operationally necessary.
• Ability to work independently while keeping the Director appropriately informed.
• Commitment to safeguarding, student wellbeing and the values of Ntare Louisenlund School.

Key Performance Indicators

• Administrative tasks, minutes, reports and follow-up actions are completed accurately and on time.
• Operational requests are properly logged, assigned, monitored and closed within agreed timelines.
• Events are delivered according to approved plans, budgets, safety requirements and service standards.
• Venues, facilities and logistical arrangements are ready at the required time.
• Vendor, procurement and expenditure documentation is complete, accurate and well organized.
• Internal and external stakeholders receive timely, professional and helpful communication.
• Risks, incidents, delays and service failures are promptly identified and escalated.
• School policies, safeguarding standards and confidentiality requirements are consistently observed.

Benefits & Compensation 

• A fully equipped school campus with excellent facilities in a beautiful natural setting in Bugesera. 
• An exceptional in-house professional development program with travel opportunities for further IB professional development. 
• Small learning groups. 
• An extensive and diverse co-curricular program and the possibility of taking part in or offering co-curricular experiences for students. 
• Collaboration with an experienced, internationally recognized school in Germany. 
• Various partnerships with external educational partners. 
• A committed, dedicated, and team-oriented faculty. 
• A competitive compensation package (in Rwandan Francs), based on your level of experience

How to Apply

Can you imagine working to help us design the school of the future? Then you should apply by September 21st, 2026 to https://ntare-louisenlund.org/careers/ and share an updated CV, motivation letter and certified electronic copies of degrees and relevant certificates related to the position. CVs will be reviewed on a rolling basis and only shortlisted applicants will be contacted.

We will notify only those applicants who successfully pass the document screening about the interview date and time. Please note that submitted documents will not be returned.

Inquiries regarding the status or details of your application will not be accepted. All personal information provided will be used solely for the selection process and will be treated with strict confidentiality.