Executive Secretary

Hong Kong International School; Hong Kong; On-site; HKD 402,000 - 614,000; Full time

Job summary

Hong Kong International School (HKIS) is seeking an Executive Secretary to provide general secretarial and administrative support to the Lower Primary Office, ensuring the smooth running of daily operations and effective scheduling for the Principal.

You will manage calendars, prepare agendas and minutes, coordinate communications with parents and staff, oversee office procedures, maintain records in SASI, and support publications and events.

Qualifications

• Completed secondary education.
• Secretarial training or relevant experience.

Responsibilities

• Provide timely secretarial and administrative support to the Principal and Lower Primary Office.
• Maintain Principal's calendar and arrange meetings with parents, faculty and staff.
• Oversee office operations, staff meetings, and ensure a welcoming atmosphere for faculty, parents and children.
• Prepare agendas and minutes for meetings; assist with publications and handbooks.
• Maintain school records and SASI database; assist with data collection and reporting.

Skills

Leadership

Interpersonal skills

English proficiency

IT skills

Education

Secondary education

Secretarial training or experience

Tools

Word

Excel

PowerPoint

Database

Job description

Provide general secretarial and administrative support to ensure the smooth running of the Lower Primary Office.

KEY AREAS OF RESPONSIBILITY:

Secretarial and Administration

Provides timely and effective secretarial and administrative support to ensure that the Principal is kept well informed and is prepared to perform his/her respective roles and responsibilities. This includes maintaining the Principal’s calendar, scheduling her appointments with parents, faculty and staff in order to ensure a smooth appointment system and ensuring that the Principal is prepared for upcoming meetings and events. Also, handling the following for the Principal: sorting incoming mail and documents for signatures, ongoing correspondence, preparation for meetings and committee work, creating agendas and minutes for various meetings, keeping committee binders well-organized and current, creating PowerPoint presentations.

Office Management

Oversees the smooth and timely management of work flow, communication and tasks shared by the secretarial staff in the Lower Primary Office to ensure the needs of parents, students, faculty and staff are met. Ensures that the LP office staff maintains an orderly, professional and welcoming atmosphere that serves the need of the faculty, parents, and children. Leads regular meetings with secretarial staff, to ensure open communication, timely planning and shared responsibilities.

Publications

Weekly communication with parents and staff by way of the Monday Newsletter and the Faculty Bulletin in order to keep the community abreast of current and forthcoming events. Completes seasonal tasks including the creation, maintenance and distribution of the school calendar and updating of various parent handbooks (i.e. Literacy Handbook, Math Handbook, Chinese Studies Handbook), staff handbook and other publications to ensure that information is accurate, clearly presented and completed within set time frames.

School Records and Student Learning Data

Maintain all new students and existing cumulative records on schoolwide database (SASI) to ensure the database is kept up-to-date constantly. Collect student learning data regularly for analysis.

Day to Day Administrative Operations

Share with secretarial staff various day-to-day administrative operations of the Lower Primary Office. This includes handling calls and enquiries, official school mailings, copying documents, preparation for school events and visitors and providing general administrative support as needed.

Other

Undertake other duties and functions as required that will impact and strengthen the contributions of the department and overall operations of the school.

Minimum requirements and qualifications:

Education:

Completed secondary education

Secretarial training or relevant experience

Experience:

5 years secretarial experience or office management experience in similar organization;

Previous experience in supervising others

Required skills:

Excellent spoken and written English, Cantonese an advantage

Excellent leadership and interpersonal skills; Ability to communicate effectively with diverse community

Demonstrated skill at using technology (PC skills in Word, Excell, PowerPoint, database and internet applications)

Strong organizational and time management skills; Demonstrated skill in handling multiple tasks

Demonstrated initiative

Child Protection Statement:

At HKIS, each child’s welfare is paramount. We act to ensure that our students enjoy the right to be protected from harm and exploitation and have their welfare safeguarded.

We invite you to learn more about our school and discover for yourself career opportunities in our remarkable HKIS community at www.hkis.edu.hk

We look forward to hearing from you!

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• Which of the following statements best describes your right to work in Hong Kong?

Education, Training & Professional Development 101-1,000 employees

Hong Kong International School (HKIS) offers a coeducational program for students from Pre-K to 12 (age 4-18), providing an American-style curriculum to US and international students and with English as the language of instruction. As a Christian school with an international outlook, HKIS is sensitive to the needs of its culturally and religiously diverse community of more than 40 nationalities represented among over 3,000 students.

Hong Kong International School (HKIS) offers a coeducational program for students from Pre-K to 12 (age 4-18), providing an American-style curriculum to US and international students and with English as the language of instruction. As a Christian school with an international outlook, HKIS is sensitive to the needs of its culturally and religiously diverse community of more than 40 nationalities represented among over 3,000 students.

What can I earn as an Executive Secretary