Executive Administration Officer

FLINTEX CONSULTING PTE. LTD.; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading educational consultancy in Singapore is searching for an Executive Administration Officer to support the Head of Secondary School and the Secondary Leadership Team. Responsibilities include administration, HR support, and maintaining priorities for a high-volume workflow. The ideal candidate should excel in customer service, communication skills, and hold relevant administrative experience. This role offers full-time hours from 8:00 am to 5:00 pm, Monday to Friday.

Qualifications

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

Responsibilities

• Assist the Head of Secondary School and the Secondary Leadership Team.
• Provide HR support for interview preparations and onboarding.
• Manage high-volume administrative tasks and events.

Skills

Outstanding customer service

High-volume workflow management

Exceptional interpersonal communication

Advanced Microsoft Office skills

Education

Degree preferred

Minimum secondary school completion

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.

Requirements

• 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