JOB PURPOSE
- The Executive Assistant provides high-level, confidential administrative support to the Director of Schools and plays a key role in ensuring efficient operations within the school’s leadership office. This role demands excellent organizational and communication skills, the ability to multitask, maintain discretion, and proactively manage tasks to support leadership effectiveness.
OVERVIEW OF THE ROLE
- The Executive Assistant serves as the right hand to the Director of Schools, managing daily operations, communication, and logistics with utmost professionalism. The ideal candidate will be highly experienced, resourceful, detail-oriented, and able to anticipate needs in a fast-paced, high-performing environment.
RESPONSIBILITIES
- Serve as the primary point of contact for internal and external stakeholders on all matters pertaining to the Director of Schools.
- Provide sophisticated calendar and diary management—prioritise inquiries and requests, troubleshoot conflicts, and make sound judgments to ensure smooth day-to-day operations.
- Manage all forms of communication including memos, emails, reports, presentations, and external correspondence on behalf of the Director of Schools.
- Take accurate minutes during meetings, ensure timely follow-up, and track the completion of action points.
- Complete a broad variety of administrative tasks that facilitate the Director’s ability to effectively lead the school, including handling special projects and events.
- Make complex travel, transport, and accommodation arrangements and ensure itineraries are efficient and clear.
- Track daily expenses, process petty cash, and prepare weekly, monthly, or quarterly financial and activity reports.
- Act as an office manager for the Director’s office—maintaining inventory of supplies and coordinating logistical needs.
- Screen and direct phone calls, greet and manage visitors, and determine access to the Director of Schools appropriately.
- Handle personal and professional errands or tasks delegated by the Director of Schools, ensuring discretion and efficiency.
- File and retrieve corporate records, documents, and reports with attention to detail and confidentiality.
- Use various software tools e.g., Microsoft Office Suite, databases, and spreadsheets for documentation, tracking, and reporting.
- Conduct research and compile data for reports, presentations, and strategic planning materials.
- Liaise with the Board of Directors when needed and provide secretarial support during board meetings.
- Oversee the performance of other clerical or support staff assigned to work with the Director of Schools.
- Maintain confidentiality and handle sensitive information with a high level of integrity and professionalism.
- Provide “gatekeeper” and “gateway” roles—ensuring smooth communication between the Director and staff, and fostering leadership trust and support.
- Keep the Director of Schools well-informed of upcoming commitments and responsibilities and ensure prompt follow-up.
- Prioritise conflicting demands and manage projects from start to finish under tight deadlines and evolving priorities.
- Draft and respond to correspondence, including letters, memos, acknowledgments, and personal notes on behalf of the Director.
- Maintain digital and physical filing systems for efficiency and legal compliance.
- Handle basic bookkeeping tasks, invoicing, and liaison with accounts where necessary.
- Support the coordination of trainings, internal events, outreach, and community engagement activities.
QUALIFICATION & EXPERIENCE
- Bachelor’s Degree in Social Sciences, Administration, or a related field from a reputable institution
- A Master’s degree, MBA, or relevant professional certification is an added advantage
- Minimum of 2–4 years’ relevant experience supporting senior-level executives
- Experience working in a school or educational institution is desirable
- Proven experience as an executive assistant or personal assistant in a fast-paced environment
- Strong organizational skills and attention to detail
- In-depth knowledge of MS Office and digital communication tools
- Excellent verbal and written communication skills
- Ability to work independently and maintain confidentiality
- Strong interpersonal and problem-solving skills
- Ability to manage pressure and meet tight deadlines
