Executive Assistant to the Head of School (HOS)

Responsibilities

• Models and encourages a culture of kindness in support of the school’s core values. 

• Supports and represents the HOS in a variety of capacities on behalf of the school. 

• Organises HOS’s calendar, facilitates meeting needs for them and sets up visitor logs in SPLAN system for visitors entering into the school to meet them.   

• Provides, as requested, but not limited to and confidential secretarial services to the HOS. 

• Deals with incoming/outgoing correspondences, telephone calls, mails, communications, etc. 

• Applies needed IT skills to enhance the smooth running of the office; OASIS Personnel module. 

• Organises and maintains various digital tools related to school issues. 

• Responsible for supplying accurate information as required to other school offices and for maintaining official school office records for the HOS for references as needed. 

• Compiles agendas with input from Senior Leadership Team [SLT]. 

• Arranges interviews with parents, staff and teachers. 

• Types various correspondences in a variety of format and templates as required. 

• Arranges HOS travel arrangements.  

• Organises special occasion projects and events with/for the HOS. 

• Meets daily or periodically with the HOS to review needs and priorities. 

• Manage the various emails ID and respond to parent enquiries as appropriately.  

• Types meeting minutes for the SLT/ELT Meetings and maintains a digital record and circulates the completed copy to meeting participants as required.  

• Scrutinizes all minutes taken and reminds Leadership on actions needed appropriately. 

• Point of contact for governing agencies such as CPE, EDB. Disseminates communications from the agencies as appropriately to the HOS.  

• Manages the Conference Room bookings for all staff.    

• Deals with inquiries - especially during any absence of the HOS and decides how to deal with the query; whether to be referred to another member of staff i.e. Principal, Director of Operations, or resolve on behalf of the HOS. 

• Uses discretion in providing both personal and professional information within and outside the school. 

• Maintains a high level of confidentiality 

• Maintains professional executive office dress attire and personal presentation. 

• Maintains and upkeep the HOS office areas in a professional manner. 

Position Requirements 

• Provide quality customer service to new and existing parents. 

• Promote and market the school to relevant stakeholders where appropriate. 

• Develop and maintain internal community communication channels.  

• Coordinate parent events in order to engage parents in school activities and celebrations. 

• Identify and anticipate the needs and requirements of new and existing parents. 

• Excellent stakeholder management skills to build a good relationship with internal and external members.  

• Ability to work as an individual as well as in a team with exceptional collaborative skills. 

• Able to manage situations and remain calm when under pressure. 

• Has a strong ability to be organised, keep a clear head and keep track of everything from deadlines to essential files. 

• Portrays time-management skills while working on several projects, has the ability to manage own time effectively, priorities, meets deadlines and be the time keeper for HOS on certain projects.  

• Able to manage moving parts and project management on certain deliverables and projects.