Secretary (10.5 Months)

Hong Kong International School; Hong Kong; On-site; HKD 201,000 - 290,000; Full time

Job summary

Hong Kong International School (HKIS) is seeking an Administrative Assistant to provide vital support to the Upper Primary Associate Principal and Executive Secretary. You will assist parents, students and faculty, manage inquiries, and coordinate curriculum needs and purchases.

The role includes budgeting assistance, event coordination, and calendar management, with responsibilities across purchasing, facilities, and supervision duties. A 10.5‑month work schedule applies.

Qualifications

• 3 years of relevant administrative experience.
• Completed secondary education and secretarial training or equivalent experience.
• Proficiency in Microsoft Office; comfortable with internet applications.
• Fluent in English; Cantonese/Mandarin a plus for interactions with parents and staff.

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 summer work with Facilities Management.
• Assist with purchasing and budget preparation; coordinate curriculum book orders.
• Coordinate community building activities and school events.
• Maintain UP online calendar and facilities bookings.
• Support supervision duties of students during recess and lunch.
• Undertake other duties to strengthen department operations; 10.5‑month schedule.

Skills

Microsoft Office

Apple programs

Communication

English fluency

Chinese language (Cantonese/Mandarin)

Teamwork

Multitasking

Time management

Education

Secondary education

Secretarial training or relevant experience

Tools

Microsoft Office Suite

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.