Executive Assistant to the Principal

Westholme School; Lancashire; On-site; GBP 29,000 - 35,000; Full time

Job summary

Westholme School is seeking an Executive Assistant to the Principal to provide high-level administrative support. The role involves diary management, correspondence handling, meeting support, and event coordination to help the Principal and Senior Leadership Team run the school efficiently.

The successful candidate will handle sensitive information with discretion, coordinate with Governors, parents, pupils and visitors, and contribute to the smooth operation of the Principal’s office.

Qualifications

• High-level administrative skills within a complex education environment.
• Ability to manage multiple priorities and maintain confidentiality.
• Strong written and verbal communication; professional correspondences.

Responsibilities

• Manage the Principal's diary proactively and plan time effectively.
• Draft letters and emails, ensure timely and professional responses.
• Prepare documents for signature and ensure deadlines are met.

Skills

Organisation

Discretion

Diary management

Communication

Project coordination

Data analysis

Confidentiality

Education

Level 3 qualification

A level qualification

Tools

Word processing software

Spreadsheets

Databases

Job description

Executive Assistant to the Principal

Permanent 40 hours per week Full Year £32,000

Reports to Principal

The role

Westholme is looking for a highly organised, professional and discreet Executive Assistant to support the Principal in leading the School.

This is a varied and demanding full-time role, combining diary management, correspondence, meeting support and event coordination. Working closely with the Principal, Senior Leadership Team and colleagues across the School, you will manage competing priorities, handle sensitive information and help the Principal s office run efficiently.

You will bring initiative, sound judgement and a calm, welcoming approach to working with parents, pupils, Governors and visitors.

Key responsibilities

Support for the Principal

• Manage the Principal s diary proactively, planning time effectively in line with agreed priorities.
• Manage incoming and outgoing correspondence, draft letters and emails, and ensure timely, professional and appropriate responses.
• Prepare documents for the Principal s signature, checking quality and ensuring that work is completed within the required timescales.
• Prepare material for presentations, speeches and reports; research, collect and analyse information, draft references and route correspondence to conserve the Principal s time.

Meetings projects and records

• Plan and organise internal and external meetings and make travel arrangements as required.
• Take notes and distribute minutes for Senior Leadership Team, Governors and other School meetings as directed by the Principal.
• Track actions arising from meetings and follow up proactively to ensure they are completed appropriately and on time.
• Complete assigned projects, develop work plans and keep them updated to show progress.
• Maintain filing and retrieval systems that provide a reliable record of correspondence and meeting discussions; secure and archive information using the School s digital archiving system.
• Maintain strict confidentiality at all times.

Events visitors and relationships

• Plan programmes for VIP visitors, coordinating information, tours, refreshments and any necessary travel arrangements.
• Issue invitations to Governors and guests and collate responses.
• Act as the main point of contact for key internal and external School events, working closely with the Admissions and Promotions team.
• Support the Principal and Senior Leadership Team with whole School events, managing events such as prize giving and parents evenings from start to finish.
• Assist with parental visits, taster days and similar events to make them positive, enjoyable and informative experiences.
• Build proactive working relationships with Senior Leaders and Managers to support the School s wider administrative work.
• Maintain an attractive and welcoming environment, ensuring refreshments, stationery and publications are stocked as needed.

Professional standards and development

• Help improve the School s processes and facilities, suggesting and supporting practical changes.
• Maintain professional and technical knowledge through workshops, publications, professional networks and societies; take part in required training, appraisal and professional development.
• Follow all School policies, procedures and codes of conduct, particularly those covering child protection, equal opportunities, health and safety, security, confidentiality and data protection; report concerns to the appropriate person.
• Set high expectations of conduct and act as a positive role model.

This list is not exhaustive but indicates the main requirements of the role.

About you

You will have:

• A relevant Level 3 or A level qualification, or a willingness to work towards a Level 3 qualification.
• High-level administrative skills, with experience of implementing procedures and processes within a complex education environment.
• Strong organisation and prioritisation skills, with the ability to manage a wide range of administrative tasks under pressure and with minimal supervision.
• The ability to analyse data, think critically and prepare accurate, high-quality reports, with close attention to detail.
• Confidence using word processing packages, spreadsheets, databases and networked databases for education and administration, and the ability to implement and integrate computerised administrative systems.
• Experience of managing events.
• Excellent written, verbal and interpersonal communication skills, including creative content writing and the ability to build and maintain relationships quickly.
• Sensitivity, tact and sound judgement when working with pupils and parents, together with discretion and a commitment to strict confidentiality.
• A calm, resilient and measured approach under pressure, with strong problem-solving skills and the ability to think creatively and take responsibility for improvements.
• A flexible and cooperative approach, including flexibility in working hours to meet the School s requirements.
• Experience of continuous development and a commitment to safeguarding, equality and diversity, and health and safety.

A degree or a similar qualification relevant to the role would be an advantage.