Administrative Assistant

IMPACT FAMILY INTERNATIONAL SCHOOL PTE. LTD.; Singapore; On-site; SGD 36,000 - 58,000; Full time

Job summary

Impact Family International School in Singapore seeks an Administrative Executive to oversee daily operations, enrollment paperwork, and parent communications. You will coordinate between management, teachers, parents and other stakeholders, ensuring accurate records and timely responses.

Ideal candidates are detail-oriented, organized, and capable of managing multiple tasks in a fast-paced environment, with proficiency in MS Office and Google Workspace.

Qualifications

• Diploma or Bachelor’s degree in Business Administration, Office Management, Education Management, or a related field.
• Experience in administration or a similar role preferred.
• Strong communication and interpersonal skills, with a customer-service mindset.
• Excellent organizational and multitasking abilities with keen attention to detail.
• Proficiency in Microsoft Office, Google Workspace, and basic digital communication tools (e.g., WhatsAppBusiness, ClassDojo).
• Able to work independently as well as collaboratively in a team environment.

Responsibilities

• Prepare and process all administrative documents related to student enrollment, forms, invoices, and receipts in accordance with school requirements and instructions.
• Maintain accurate records, databases, and filing systems for school operations and student documentation.
• Handle printing, binding, and distribution of documents and information packs for parents, students, and internal use.
• Manage communication channels with parents, including the ClassDojo app and WhatsApp, ensuring timely and professional responses.
• Send confirmations, reminders, and updates to parents regarding appointments, school visits, scholarship tests, and enrollment matters.
• Provide after-sales support through outreach to parents and students attending classes, workshops, or placement tests.
• Assist in the coordination of visits by parents, partner agencies, and other external stakeholders, ensuring all operational workflows are followed.
• Support the planning and execution of school events such as Open Houses, Parent-Teacher Meetings, and School Fairs.
• Extract, organize, and maintain a comprehensive directory of school resources, including lesson materials, curriculum packs, and handbooks.
• Act as the key liaison for teachers regarding classroom management, class schedules, and lesson plans on a daily basis.
• Collaborate closely with the academic and operations teams to ensure the smooth execution of school activities and lessons.
• Report directly to the Head of Operations & Marketing and the CEO, carrying out instructions promptly and accurately.
• Perform any other administrative or operational tasks as assigned to support the overall functioning of the school.

Skills

Communication

Interpersonal skills

Customer service mindset

Organizational skills

Multitasking

Microsoft Office

Google Workspace

WhatsApp Business

ClassDojo

Education

Bachelor’s degree in Business Administration

Diploma in Office Management

Education Management degree

Tools

WhatsApp Business

ClassDojo

Google Workspace

Job description

Job Summary

The Administrative Executive plays a key role in ensuring the smooth daily operations of Impact Family InternationalSchool. This position involves overseeing administrative workflows, managingparent communications, supporting enrollment and event activities, and providing essential coordination between the school’s management, teachers, parents and other stakeholders. The ideal candidate is detail-oriented, organized, and thrives in a dynamic and fast paced work environment.

Key Responsibilities

Administrative & Documentation

• Prepare and process all administrative documents related to student enrollment, forms, invoices, and receipts in accordance with school requirements and instructions.
• Maintain accurate records, databases, and filing systems for school operations and student documentation.
• Handle printing, binding, and distribution of documents and information packs for parents, students, and internal use.

Parent Communication & Coordination

• Manage communication channels with parents, including the ClassDojo app and WhatsApp, ensuring timely and professional responses.
• Send confirmations, reminders, and updates to parents regarding appointments, school visits, scholarship tests, and enrollment matters.
• Provide after-sales support through outreach to parents and students attending classes, workshops, or placement tests.

Operational Support

• Assist in the coordination of visits by parents, partner agencies, and other external stakeholders, ensuring all operational workflows are followed.
• Support the planning and execution of school events such as Open Houses, Parent-Teacher Meetings, and SchoolFairs.
• Extract, organize, and maintain a comprehensive directory of school resources, including lesson materials, curriculum packs, and handbooks.

Staff & Classroom Support

• Act as the key liaison for teachers regarding classroom management, class schedules, and lesson plans on a dailybasis.
• Collaborate closely with the academic and operations teams to ensure the smooth execution of school activities and lessons.

Other Duties

• Report directly to the Head of Operations & Marketing and the CEO, carrying out instructions promptly and accurately.
• Perform any other administrative or operational tasks as assigned to support the overall functioning of the school.

Qualifications & Skills

• Diploma or Bachelor’s degree in Business Administration, Office Management, Education Management, or a related field.
• Experience in administration or a similar role preferred.
• Strong communication and interpersonal skills, with a customer-service mindset.
• Excellent organizational and multitasking abilities with keen attention to detail.
• Proficiency in Microsoft Office,Google Workspace, and basic digital communication tools (e.g., WhatsAppBusiness, ClassDojo).
• Able to work independently as well as collaboratively in a team environment.

Singaporeans, PR, Malaysians are welcome to apply!