PA to Secondary Vice Principal (Secretary)

English Schools Foundation; Hong Kong; On-site; HKD 180,000 - 240,000; Full time

Job summary

ESF Renaissance College Hong Kong (RCHK) is seeking a full-time Personal Assistant to support the Secondary Office. You will handle attendance, create duty rosters, and coordinate field trips and graduation activities, ensuring records and approvals are managed efficiently.

The ideal candidate has at least 3 years of relevant experience, strong English and Cantonese communication skills, and proficiency with Google Workspace.

Qualifications

• Secondary/High School graduation certificates are essential.
• Excellent technology-based skills and ability to work within Google Suite.
• High level of competence in office administration and secretarial skills.
• Minimum 3 years of relevant work experience.
• Presentable, mature, patient and able to work under pressure.
• Excellent interpersonal, communication and organizational skills.
• Fluency in English and Cantonese is essential.
• Experience in working in a multi-cultural environment.

Responsibilities

• Maintain attendance records on our system.
• Organise lockers and distribute commencement packs.
• Coordinate field trips, insurance, and record filing.
• Manage CPD records, book travel for workshops.
• Create and update duty rosters; send daily reminders.
• Assist with IB registrations and exam administration.
• Manage graduation diplomas, certificates, and gowns.
• Assist in DP exams and fee follow-ups.
• Provide admin support for events and school operations.
• Translate in parent meetings as needed.
• Arrange catering and signage for 3WCs.
• Manage email accounts and staff handbook.

Skills

Fluency in English and Cantonese

Google Workspace proficiency

Education

Secondary/High School graduation certificates

Tools

Google Workspace

Job description

We are seeking a full-time Personal Assistant (to PA) to work at RCHK in our Secondary Office.

Key Functions

• Maintain daily student attendance on our Sentral system
• Lockers Arrangement: Assign lockers to all students & maintain lockers records. Organise Commencement Pack distribute to Advisors
• Field Trip: Field trip documentation and follow up work. Ensure insurance is purchased and maintain the field trip record and filing
• CPD: Maintain the CPD record and filing. Register non-ESF workshop/conference for teachers. Book flights and hotels, insurance, visas for overseas workshops
• Duty Roster: Create duty roster. Update & amend as necessary, and send out Daily duty reminder to staff
• IB Registration: IBDP/CP/MYP registration, following up work. IBDP/MYP examination administration, collecting examination fees, distribution of exam based information, address labels, DHL mailing
• IB Remarks/ retake request: Handle IBDP/CP exam remark/ retake, collect payments and maintain remark records. Arrange refund for any remark grade changes
• Admin work and logistic for MYP & DP Graduation Ceremonies including preparation and distribution of the IBDP/MYP Graduation Diplomas/ official certificate, transcripts & student certificates; and manage Graduation Cap & Gown stock and Laundries
• Exam: Assist in DP exam matters
• Fee follow-up : Following up IB exam/ Remarks and Pamoja Courses fees as well as refund. Maintain all payment records and cross check with Finance department. Follow up with parents regarding outstanding payments
• Admin support for the Secondary office e.g. 3WC and events (such as options evening and BTSN), Fire Drill, monitor daily student bulletin and handle health form from medical office. Perform any other duties as and when assigned by Line Managers e.g. translation in parent meetings
• 3WCs: Arrange catering and ensure Signage / name stands are properly displayed
• Manage Email accounts: Secondary.office, Secondary absence, Graduation & ss.bulletin
• Manage the staff handbook and daily updates

Requirements

• Secondary/High School graduation certificates are essential. Evidence of further academic or professional training would be an advantage
• Excellent technology based skills and ability to work within Google suite and a range of education based programmes
• High level of competence in office administration and secretarial skills alongside appropriate behaviour in working with students
• Minimum 3 years of relevant work experience
• Presentable, mature, patient and ability to work under pressure
• Excellent interpersonal, communication and organizational skills
• Ability to contribute to a team and work independently
• Fluency in spoken and written English and Chinese (Cantonese) is essential
• Good understanding of the operation of a medium to large sized business. An understanding of the school context, including departmental functions, responsibilities and activities would be an advantage but is not essential
• Experience in working in a multi-cultural environment

Applicants must be a permanent Hong Kong resident or possess a valid visa to work in Hong Kong.

ESF is an Equal Opportunities Employer

The English Schools Foundation (ESF) is fully committed to providing equal employment opportunities. ESF will not discriminate on the basis of age, race, colour, gender, marital status, sexual orientation, gender identity, pregnancy, national origin, religion, veteran status, physical or mental disability, genetic information, creed, citizenship or any other status protected by local laws or regulations.

Personal data provided by job applicants will be used strictly in accordance with the ESF's Personal Data Policy, a copy of which will be provided upon request.

ESF is dedicated to ensuring the safety and well-being of all students in our care and expects all applicants to uphold this commitment. We adhere to rigorous recruitment practices, with all appointments contingent upon an interview, identity verification, criminal background checks (including ICPC, SCRC, and other international background checks as appropriate), assessment of social media presence, and positive references.

In accordance with the Keeping Children Safe in Education (KCSIE) 2025 guidelines, ESF may perform online checks for all shortlisted candidates prior to the interview.

About Us

The English Schools Foundation (ESF) is the largest English-medium international school organisation in Hong Kong. Our 22 schools and comprehensive programme of extra-curricular activities bring out the best in every student through a personalised approach to learning and by inspiring curious minds.

There are over 18,000 students from 75 different nationalities in ESF kindergartens, primary, secondary and all-through schools.

www.esf.edu.hk

About The Team

ESF Renaissance College Hong Kong (RCHK) is a world-class coeducational independent school and an IB World School. It was the first school in Asia to offer all four of the IB programmes: PYP, MYP, DP and CP.

Students are educated from Year 1 to Year 13 on one site, guided and encouraged by a team of experienced international educators. Our student body comprises 40 nationalities, with 20 languages represented. English is the medium of instruction, with Mandarin taught at every level. Technology is integrated college-wide throughout the curriculum.

Creativity, activity, service (CAS) is integral to college life. Students participate in a myriad of artistic, musical, sporting and service activities conducted on-site and off-campus.

Renaissance College encourages young people to be curious and caring global citizens. Our aim is to prepare well-educated young people to lead future generations, to seek and create an environment of intercultural understanding and respect for others.

https://rchk.esf.edu.hk