Personal Assistant to the Head of School

Phoenix Tree International Sdn Bhd; Gelang Patah; On-site; MYR 100,000 - 150,000; Full time

Job summary

An educational institution located in Gelang Patah, Malaysia, is looking for a Personal Assistant to the Head of School. This role focuses on providing high-level administrative and operational support, managing schedules, coordinating meetings, and ensuring effective communication. The ideal candidate should possess strong organizational skills, a bachelor's degree, and experience in administrative roles. Knowledge of Microsoft Office and school management systems is preferable.

Qualifications

• Bachelor's degree in Business Administration, Education, or a related field is required.
• Prior experience in administrative support, ideally within an educational context.
• High proficiency in Microsoft Office Suite is necessary.

Responsibilities

• Manage the Head of School’s calendar and schedule appointments.
• Coordinate logistics for meetings and school events.
• Maintain organized office records and support operational tasks.

Skills

Organizational skills

Interpersonal skills

Attention to detail

Confidentiality

Microsoft Office Suite proficiency

Education

Bachelor’s degree in Business Administration, Education, or related field

Tools

ISAMs

Manage Bac

Job description

Personal Assistant to the Head of School

To provide high-level administrative and operational support to the Head of School, ensuring the effective functioning of the office and serving as a key point of contact for internal and external stakeholders. The role requires strong organizational skills, discretion, and the ability to manage multiple priorities in a dynamic educational environment.

Reporting Relationships

Report To: Head of School

Responsibilities

• Administrative & Scheduling Support
  • Manage the Head of School’s calendar, including scheduling appointments, meetings, events and arranging transport for the Head of School as directed.
  • Prepare and organize documents, presentations, and reports as directed.
  • Handle confidential and sensitive information with professionalism and discretion.
  • Serve as a primary contact for parents, staff, board members, and external partners.
  • Draft, proofread, and distribute correspondence, memos, and announcements on behalf of the Head of School.
  • Facilitate clear and timely communication between the Head of School’s office and other departments.
• Meeting & Event Coordination
  • Coordinate logistics for leadership meetings, board meetings, and school events, including venue setup, materials preparation, and minute-taking as needed.
  • Assist in the preparation and follow-up of strategic and operational meetings.
• Operational & Office Management
  • Maintain an organized and efficient office environment, including filing systems and records management that meets data protection requirements.
  • Support the Head of School in daily operational tasks and special projects.
  • Manage access to the Head of School and the Head of School’s office.
  • Assist with budget tracking, expense reporting, procurement and any other reasonable request, as directed by the Head of School.

Role Requirements

• Bachelor’s degree in Business Administration, Education, or a related field.
• Previous experience in an administrative or executive support role, preferably in an educational setting.
• High proficiency in Microsoft Office Suite and familiarity with school management systems such as ISAMs and Manage Bac would be a plus.
• Strong organizational skills and attention to detail.
• Ability to work independently, manage multiple tasks, and maintain confidentiality.
• Professional demeanor with strong interpersonal and relationship‑building skills.