Secretary

Hong Kong International School; Hong Kong; On-site; HKD 180,000 - 240,000; Full time

Job summary

Hong Kong International School is seeking an organized Administrative Assistant to support the Upper Primary Associate Principal and Executive Secretary. The role involves secretarial duties, calendar management, purchasing, and coordinating events within the UP division.

The successful candidate will have completed secondary education, secretarial training or relevant experience, and 3 years of related work. Proficiency in MS Office and English, with Cantonese/Mandarin as a plus, is required.

Qualifications

• Proficiency in secretarial duties and communication with staff, parents, and students.
• Strong English communication; bilingual Chinese is a plus.
• Familiarity with office equipment and standard software packages.

Responsibilities

• Provide secretarial and administrative support to the UP Associate Principal and Executive Assistant.
• Support for parents, students and faculty and handle general enquiries.
• Liaise with faculty on classroom and curriculum needs; coordinate curriculum book orders.
• Assist with purchase requests and budget preparation with Finance Office.
• Coordinate Community Building Committee and faculty events; organize school functions.
• Maintain UP online calendar and UP facilities bookings.
• Support supervision duties during recess and lunch.
• Undertake other duties to strengthen department operations and wider school operations.
• This position follows a 10.5-month work schedule each school year.

Skills

English fluency

Chinese language

Education

Completed secondary education

Secretarial training or relevant experience

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Internet applications

Job description

Provide administrative support to the Upper Primary Associate Principal and Executive Secretary to ensure the efficient operation of the Upper Primary Administrative office.

KEY AREAS OF RESPONSIBILITY:

Secretarial and Administration

Provide effective secretarial and administrative support to the UP Associate Principal and Executive Assistant. Support for parents, students and faculty and handle general enquiries.

Faculty Support

Liaise with faculty on classroom and curriculum needs e.g. ordering and purchasing of curriculum books and stationery, coordinate summer work requests with Facilities Management.

Office Support

Duties and functions as required which will help impact and strengthen the contributions of the division and improve overall operations.

Purchasing

Liaise with Finance Office on purchase requests, including curriculum book orders and general purchase orders to ensure classroom supplies are ordered and delivered on time. Assist with budget preparation.

Events and Community Building Activities

Coordinate Community Building Committee; faculty events and other special projects. organize school functions.

UP Calendar and Facilities

Maintain and update UP online calendar and UP facilities bookings.

UP Supervision Support

Support with supervision duties of students during recess an/or lunchtime

Other

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

This position follows a 10.5-month work schedule each school year.

Minimum requirements and qualifications:

Education:

• Completed secondary education
• Secretarial training or relevant experience

Experience:

• 3 years of relevant experience

Required skills:

• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and internet applications
• Familiarity or ability to learn Apple programs
• Excellent communication skills with the ability to interact with parents, faculty and students efficiently and effectively
• Fluent in English, Chinese (Cantonese and/or Mandarin) is a plus
• Team player with good interpersonal skills
• Ability to multitask and work independently with attention to detail
• Good time-management skills, able to prioritize and complete assigned tasks within set timeline

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.