Executive Administration Officer

Flintex Consulting Pte Ltd; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

An educational consultancy in Singapore seeks an Executive Administration Officer to support the Head of Secondary School and SLT. The role involves managing administrative tasks, diary management, and liaising with various stakeholders. Candidates should have exceptional customer service skills, proficiency in Microsoft Office, and prior administrative experience in a multicultural and educational environment. This position offers a Monday to Friday schedule from 8:00 am to 5:00 pm.

Qualifications

• Administrative experience in a high-functioning environment.
• Experience working in a multicultural environment.
• Preference for previous experience in an educational environment.

Responsibilities

• Support the Head of Secondary and Leadership Team.
• Prepare presentations, reports, and manage diary.
• Liaise with staff, parents, and external partners for projects.

Skills

Outstanding customer service

High-volume workflow management

Interpersonal, written and verbal communication

Microsoft Office proficiency

Education

Degree qualified preferred

Minimum of secondary school completion certification

Job description

Position Objective

The Executive Administration Officer is tasked with assisting and supporting the Head of Secondary School and the Secondary Leadership Team (SLT). Exceptional service and integrity are crucial to this role due to the high sensitivity of information they manage. As the first level of support to the management of the Secondary School, the ability to establish and maintain priorities is essential.

Responsibilities

• Head of Secondary and Secondary Leadership Team support
• Administration relating to the Secondary School
• Administrative support in creation of presentations, reports and ideas
• Diary Management and email management
• Minute SLT meetings and distribute documents as required
• Assist with management and overseeing internal and external events, PDs and workshops
• Proactively manage the whole school calendar keeping SLT informed of key events and deadlines to ensure smooth coordination and preparation
• Liaise with school staff, parents, external partners, clients, and suppliers in relation to projects
• General support
• HR Support
  • Interview preparation for Secondary school candidates including scheduling, file collation and reference check gathering and communication with staff and potential candidates
  • Creation and update of Job descriptions and Resource Requisition Forms with staff movement
  • Work with Human Resources to provide all necessary documentation for the onboarding process
• Administration
  • Facilitate the management and delegation of tasks with Secondary Administration team as needed
  • Maintenance of teacher registration and update
  • Cover Secondary Secretary and/or Academic Administrator in their absence
  • Preparation of Purchase Requisitions
  • Update of Staff details
  • Maintenance of Staff Fire Register and reporting location for fire evacuation
  • Preparation and update of Secondary students Conditional Enrolment forms and follow up as required
• Any other tasks as assigned by Head of Secondary & SLT

Position Requirements

• Ability to deliver outstanding customer service to key stakeholders of the school
• Ability to manage high-volume workflow and deadlines
• Exceptional interpersonal, written and verbal communication skills and sensitivity to cultural needs
• Advanced skills in Microsoft Office suite and willingness to learn to use new systems
• Ability to represent the school’s mission, vision and values of the school

Qualifications

Experience

• Administrative experience in a high-functioning environment
• previous experience working in a multicultural environment
• Previous experience in an educational environment preferred

Education

• Degree qualified preferred
• minimum of secondary school completion certification

Working Hours:8:00 am – 5:00 pm, Monday to Friday