Executive Assistant to Head Of School (HOS)

Asian College Of Teachers is a trading brand of TTA Training Pvt. Ltd; Malaysia; On-site; MYR 67,000 - 112,000; Full time

Job summary

XCL World Academy in Malaysia is seeking an Executive Assistant to the Head of School (HOS) to provide confidential secretarial support, manage the HOS calendar, and coordinate travel arrangements and visitor logs.

The successful candidate will handle communications, organize meetings, prepare agendas and minutes, maintain office records, and support senior leadership with discretion and professionalism across the school.

Responsibilities

• Organises HOS’s calendar, facilitates meeting needs for them and sets up visitor logs in SPLAN system for visitors entering into the school to meet them.
• Provides, as requested, confidential secretarial services to the HOS.
• Deals with incoming/outgoing correspondences, telephone calls, mails, communications, etc.
• Applies needed IT skills to enhance the smooth running of the office; OASIS Personnel module.
• Organises and maintains various digital tools related to school issues.
• Responsible for supplying accurate information to other school offices and for maintaining official school office records for the HOS.
• Compiles agendas with input from Senior Leadership Team [SLT].
• Arranges interviews with parents, staff and teachers.
• Types various correspondences in a variety of format and templates as required.
• Arranges HOS travel arrangements.
• Organises special occasion projects and events with/for the HOS.
• Meets daily or periodically with the HOS to review needs and priorities.
• Manages the Conference Room bookings for all staff.

Job description

Executive Assistant to Head Of School (HOS)

• Employer : XCL World Academy
• Category : Teacher
• Posted On : 05-06-2026
• Job Description:
  

  Main Responsibilities

  • Models and encourages a culture of kindness in support of the school’s core values.
  • Supports and represents the HOS in a variety of capacities on behalf of the school.
  • Organises HOS’s calendar, facilitates meeting needs for them and sets up visitor logs in SPLAN system for visitors entering into the school to meet them.
  • Provides, as requested, but not limited to and confidential secretarial services to the HOS.
  • Deals with incoming/outgoing correspondences, telephone calls, mails, communications, etc.
  • Applies needed IT skills to enhance the smooth running of the office; OASIS Personnel module.
  • Organises and maintains various digital tools related to school issues.
  • Responsible for supplying accurate information as required to other school offices and for maintaining official school office records for the HOS for references as needed.
  • Compiles agendas with input from Senior Leadership Team [SLT].
  • Arranges interviews with parents, staff and teachers.
  • Types various correspondences in a variety of format and templates as required.
  • Arranges HOS travel arrangements.
  • Organises special occasion projects and events with/for the HOS.
  • Meets daily or periodically with the HOS to review needs and priorities.
  • Manage the various emails ID and respond to parent enquiries as appropriately.
  • Types meeting minutes for the SLT/ELT Meetings and maintains a digital record and circulates the completed copy to meeting participants as required.
  • Scrutinizes all minutes taken and reminds Leadership on actions needed appropriately.
  • Point of contact for governing agencies such as CPE, EDB. Disseminates communications from the agencies as appropriately to the HOS.
  • Manages the Conference Room bookings for all staff.
  • Deals with inquiries - especially during any absence of the HOS and decides how to deal with the query; whether to be referred to another member of staff i.e. Principal, Director of Operations, or resolve on behalf of the HOS.
  • Uses discretion in providing both personal and professional information within and outside the school.
  • Maintains a high level of confidentiality
  • Maintains professional executive office dress attire and personal presentation.
  • Maintains and upkeep the HOS office areas in a professional manner.