Full-time Administrative Assistant

Main Duties and Responsibilities

• Contract and Supplier Management: Act as the main point of contact for service providers, including security, school bus, canteen, cleaners, and any additional services the school may require. Coordinate their operations as needed and ensure service quality.
• Human Resources: Track and record staff leave, overtime, and hours for part-time employees. Liaise with the School Principal and the accountant to prepare payroll. Process applications for staff passes and ensure timely follow-up (renewals, cancellations). Ensure administrative and logistical follow-up for AEFE professional development courses and workshops.
• Liaison with local French institutions: Coordinate and follow up with the French Embassy on security protocols, administrative procedures, and scholarship applications. Assist in the preparation and follow-up of school councils, cultural programmes, and collaborative projects with the French Embassy’s cultural services (communication is in French).
• Events: Co-organise events involving the school and families, such as the end-of-year fair and themed morning gatherings (2 to 3 times per year). Tasks include coordination, communication, and purchases.
• Bus and Dismissal Supervision: Welcome students in the morning upon arrival by bus, and supervise dismissal after classes and ECAs.
• General Administration: Answer incoming calls, welcome visitors, and assist with general office-related tasks.
• Parent-School Communication: Relay school information to families via our communication platform. Support the MarCom Manager by drafting internal messages. Organise parent representative elections.
• Documentation and Translation: Keep all documents and internal procedures up to date. Maintain accurate data in the registration system. Translate school documents and communication materials from French to English and vice versa. Format various documents, including presentations and assessments, in both languages.
• Procurement and Renovations: Support purchasing processes and supervise renovation or maintenance work on campus.
• Meetings: Participate in team meetings and school councils when required by management.
• Online Registration Management: Manage and suggest improvements for the school’s online enrolment platform.
• Environmental Control Coordinator (ECC) Duties: As part of the ECC responsibilities and in accordance with local health regulations:

• Ensure that cleanliness and hygiene standards are consistently met on school premises.
• Maintain and update hygiene-related documentation required by local authorities.
• Liaise with external cleaning and pest control contractors to ensure compliance with regulations.
• Oversee food hygiene procedures in the school canteen and during school events.
• Coordinate inspections with authorities when required and ensure follow-up of any corrective actions.
• Promote best practices in environmental cleanliness, including waste management and hygiene education.

● Other Duties: Provide any additional support as requested by the School Principal or the Management.

● Reporting Line: Report directly to the School Principal and the Executive Director.

Required Competencies

• Minimum 3 years of relevant experience in administration in an educational international environment.
• Fluent in English. French-English bilingualism is preferred.
• Strong computer literacy, especially in Microsoft Office Suite (Word, PowerPoint,Excel).
• Excellent verbal and written communication skills.
• Results-driven, resourceful, and capable of critical thinking and problem-solving.
• Ability to handle sensitive information with professionalism and confidentiality.
• Able to work independently and manage responsibilities without close supervision.
• Highly organised, able to multi-task and perform effectively in a fast-paced environment.