Executive Assistant to Head of Primary

DOVER COURT INTERNATIONAL SCHOOL (PTE.) LTD.; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

An international school in Singapore is seeking an experienced Executive Assistant to support the Head of Primary. This role requires excellent communication, time management, and organizational skills. Candidates should possess a diploma and have at least two years of experience in an administrative role. The position involves maintaining the Head's calendar, managing calls, and organizing travel for professional events.

Qualifications

• Two years’ experience in an administrative role.
• Experience in a client-facing role in a service-oriented organisation.

Responsibilities

• Oversee and maintain the Head of Primary calendar.
• Manage phone calls, emails, enquiries and requests to the Head of Primary office.
• Organise travel/accommodation for professional learning.

Skills

Excellent oral and written communication skills in English

Superb time management

Attention to detail

Efficient working knowledge of Office 365 applications

Strong interpersonal skills

Education

Diploma

Tools

Office 365

student management systems (MIS)

recruitment software

Job description

About the role

We seek an experienced Executive Assistant for our Head of Primary, to perform a variety of administrative tasks. The candidate should be well-organised, have great time management skills and strong attention to detail with the ability to work efficiently, accurately and to follow up on pending items in a timely manner.

Core Requirements of the Post

• Work within and actively promote the mission, vision and values of the school and of Nord Anglia Education.
• Be a loyal and supportive member of the school community.
• Be a positive contributing member of the wider support staff team (admin, business, etc.).

In fulfilling the requirements of the post, the EA to Head of Primary will demonstrate total professionalism and, in particular, will:

• Act with complete integrity, respecting the need for loyalty to the Head of Primary, the school and Nord Anglia Education;
• Be prepared to learn new skills in order to support the Head of Primary;
• Inspire trust and confidence in students, colleagues and parents across the school;
• Live by and promote the wider aspirations and values of the school.

Areas of Responsibility and Key Tasks

Support the Head of Primary School

• Oversee and maintain the Head of Primary calendar, scheduling meetings, learning visits as appropriate and including the detail of Primary school events, liaising with relevant members of the Primary leadership team.
• Manage phone calls, emails, enquiries and requests to the Head of Primary office.
• Manage requisitions from budget holders requiring Headteacher approval, timely and efficiently.
• Ensure that the Head of Primary office space is maintained, liaising with facilities and IT as appropriate.
• Provide reasonable assistance to the Head of Primary with appointments related to government agencies, visa renewals, housing, health as requested.
• Organise travel /accommodation for approved professional learning/attendance at conferences, providing information on arrangements in liaison with EA to the Principal.
• Manage and arrange Head of Primary claims if needed.

Communication

• Ensure the Primary School calendar is maintained and synchronised to the whole school management system calendar, working productively with the Primary leadership team and Marketing and Data departments, communicating effectively with all relevant staff.
• Create and update detail in weekly briefing minutes ahead of weekly face to face briefings and disseminating to staff.
• Create and share the template for weekly Primary parent newsletters for staff input for Head of Primary proofing and editing.
• Oversee and maintain the Primary MS Team, storing and sharing documents as required.
• Meet and greet Head of Primary’s visitors; arrange refreshments;
• Type and format the Head of Primary’s letters, assist with the creation of presentations and other documents and distribute them accordingly;
• Respond to queries from parents, finding the information they need or referring them to the appropriate person;
• Assist with the planning of Primary parent events on campus and attend parent welcome sessions.

Organisation & Compliance

• Maintain a professional, welcoming and efficient working environment and office space.
• Develop and maintain efficient systems, to include:
• Effective and ongoing organisation of Primary MS share point for storage of key documents to be accessible to all staff;
• Maintenance of Primary MS Team (and channels) and folder storage
• Maintain Primary School Leadership Team meeting minutes.
• Oversee systems for individual staff absence and professional learning approvals in the Primary School for Head of Primary review and approval.
• Lead Primary School conference/ professional learning preparation and support whole school conferences and professional learning events.

Health, Safety and Safeguarding

• Be alert to issues of Health & Safety and report using approved school systems, linking with the relevant staff.
• Ensure that evacuation and lockdown procedures are accessible in the Primary School and during a school evacuation, work collaboratively with the Primary Leadership team at the assembly point to account for Primary students and staff.

Recruitment

• Work in close cooperation with the Head of School and HR to support the staff recruitment process by using and updating recruitment software, organising interviews and corresponding with candidates;
• Ensure IT set up and support for interviews as required.
• Provide information to candidates as requested related to the Primary School and revert to HR as necessary;
• Maintain contact with newly appointed staff from appointment through to arrival.
• Upload relevant pre-joining information to the New Staff MS Team in liaison with the Primary Leadership Team.
• Assist in the planning and delivery of new staff induction and Teacher planning week contributing to the smooth transition of new staff.

Other Requirements

• Support the operation of the Primary School and complete reasonable duties as requested by the Head of Primary.

Promote and adhere to the Nord Anglia Education vision and values:

• Opportunity - for us, opportunities need to be meaningful, about achieving potential and making progress.
• Impact - for us, impact is about making a difference. It needs to be immediate, positive and lasting.
• Leadership - for us, leadership is about considering the team’s needs as well as your own, setting inspiring examples, being supportive and showing real accountability and responsibility.
• Respect - for us, respect is about listening, being inclusive, showing tolerance and getting the little things right.

All staff are required to manage effective personal development as part of NAE’s commitment to invest in staff as the key resource.

Each individual must ensure that they meet their statutory responsibilities and adhere to NAE and school policies with regard to Health and Safety, Safeguarding, Equal Opportunities and other relevant legislation.

PERSON SPECIFICATION

Qualifications

• Diploma

Experience

• Two years’ experience in an administrative role.
• Experience in a client-facing role in a service orientated organisation.

Skills

• Excellent oral and written communication skills in English.
• Superb time management.
• Attention to detail.
• Efficient working knowledge of Office 365 applications.
• Strong interpersonal skills.
• Systems proficient, with the ability and commitment to learn and show initiative in the use of key systems used at the school, including student management systems (MIS), recruitment software.

Personal Attributes

• Act with integrity
• Passionate about supporting students, staff and parents in our international school community.
• Adaptable
• Able to work effectively in teams in all school departments.
• Approachable and helpful to all stakeholders.
• Ability to work independently, setting own deadlines.
• Calm under pressure and resilient.
• Committed to and with evidence of on-going professional learning

Others

• Hold a current Enhanced Criminal Records Bureau Disclosure or equivalent for countries lived in outside of the UK.
• Compliance with visa requirements for working in Singapore.
• A commitment to safeguarding and promoting the welfare of all pupils and the willingness to undertake appropriate child protection training when required.

Safeguarding

At Nord Anglia Education we are committed to providing a world class, safe, happy environment in which children and young people can thrive and learn. We are committed to safeguarding and promoting the welfare of all our pupils where we embrace all race, abilities, religions, genders, and cultures.

All post holders in regulated activity (having regular unsupervised contact with children) are subject to appropriate national and international vetting procedures including satisfactory criminal record checks from both your country of residence/birth and any country of residence within the last 10 years.

We welcome applications from suitable qualified persons from all diverse backgrounds. Please note, only shortlisted candidates will be contacted.

Interested applicants, please apply via the Nord Anglia Careers site.