Executive Assistant

Job Description

The Executive Assistant to the Principal plays a pivotal role in ensuring the smooth and efficient operation of the school's leadership office. This highly demanding role requires exceptional organizational skills, a proactive mindset, and the ability to work in a dynamic educational environment. The Executive Assistant acts as the Principal's first point of contact, managing schedules, communication, and critical tasks while upholding the highest standards of discretion and confidentiality.

Responsibilities:

1. Calendar and Schedule Management:
   • Organize and maintain the Principal's schedule, including meetings, appointments, and events.
   • Coordinate with staff, parents, and external stakeholders to manage time effectively.
2. Communication and Correspondence:
   • Act as the Principal's gatekeeper, managing emails, calls, and letters with professionalism and confidentiality.
   • Draft, edit, and proofread official communications on behalf of the Principal.
3. Administrative Support:
   • Prepare agendas, minutes, and presentations for meetings.
   • Manage records, files, and documents securely and systematically.
   • Handle logistical arrangements for meetings, conferences, and school events.
4. Project Coordination:
   • Assist in planning and executing school-wide projects and initiatives.
   • Monitor progress and deadlines for tasks delegated by the Principal.
5. Discretion and Confidentiality:
   • Handle sensitive information with utmost discretion, ensuring confidentiality at all times.
   • Maintain a high level of trust and professionalism in dealing with confidential matters.
6. Stakeholder Liaison:
   • Serve as the primary point of contact between the Principal and internal/external stakeholders.
   • Ensure smooth communication and follow-ups between departments and leadership.
7. Graphic Design Support (Preferred):
   • Create visually appealing materials, including newsletters, reports, academic calendars, and presentations, using graphic design tools (e.g., Canva, Adobe Suite).
   • Support branding and marketing efforts with high-quality design inputs.

Key Skills and Attributes:

1. Exceptional Discretion & Confidentiality: Ensures sensitive information is handled with utmost professionalism.
2. Assertive & Strong Communication: Confidently liaises with stakeholders and takes initiative to support decision-making.
3. Highly Organized: Manages multiple tasks and deadlines with efficiency.
4. Technological Proficiency: Expert in Microsoft Office Suite and database systems.
5. Graphic Design Skills (Preferred): Skilled in Canva, Adobe Photoshop, or Illustrator.
6. Interpersonal Skills: Builds positive relationships within the school community.
7. Attention To Detail: Maintains accuracy in schedules, tasks, and communication.
8. Problem-Solving Skills: Quickly resolves challenges to ensure smooth operations.
9. Adaptability: Flexible in responding to the evolving needs of the role.

Qualifications:

1. Bachelor's degree or equivalent experience in administration or a related field.
2. Minimum 2+ years of experience as an Executive Assistant or in a similar role, preferably in an educational setting.
3. Demonstrated ability to maintain confidentiality and manage complex tasks under pressure.
4. Knowledge of graphic design tools is a significant advantage.