Administrative Executive

IMPACT FAMILY INTERNATIONAL SCHOOL PTE. LTD.; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

Impact Family International School is seeking an Administrative Executive to ensure smooth daily operations, manage enrollment-related documents, and coordinate between management, teachers, parents and other stakeholders.

The ideal candidate will be detail-oriented, organized, and able to thrive in a dynamic, fast-paced environment within a Singapore-based school setting. Experience with ClassDojo, WhatsApp, and standard office software is preferred.

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., WhatsApp Business, ClassDojo).

Responsibilities

• Prepare and process administrative documents related to student enrollment, forms, invoices, and receipts.
• 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 ClassDojo and WhatsApp, ensuring timely responses.
• Send confirmations, reminders, and updates to parents regarding appointments, school visits, and enrollment matters.
• Provide after-sales support through outreach to parents and students attending classes, workshops, or placement tests.
• Coordinate visits by parents, partner agencies, and other external stakeholders, ensuring operational workflows are followed.
• Support planning and execution of school events such as Open Houses, Parent-Teacher Meetings, and School Fairs.
• Extract, organize, and maintain a directory of school resources, including lesson materials, curriculum packs, and handbooks.
• Act as key liaison for teachers regarding classroom management, schedules, and lesson plans.
• Collaborate with academic and operations teams to ensure smooth execution of school activities and lessons.
• Report to Head of Operations & Marketing and CEO, carrying out instructions promptly and accurately.
• Perform other administrative or operational tasks as assigned.

Skills

Communication skills

Interpersonal skills

Organizational abilities

Multitasking

MS Office

Google Workspace

WhatsApp Business

ClassDojo

Education

Diploma or Bachelor's degree in Business Administration or related field

Tools

WhatsApp Business

ClassDojo

Microsoft Office

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 ofOperations & 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 inBusiness 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!