Executive Assistant to Head of School

ONE WORLD INTERNATIONAL SCHOOL PTE. LTD.; Singapore; On-site; SGD 42,000 - 64,000; Full time

Job summary

One World International School in Singapore is seeking an Executive Assistant to the Head of School to provide high‑level confidential administrative, organisational, and secretarial support. You will represent the Head to internal and external stakeholders, driving operational efficiency and effective communication.

The role requires managing daily operations, scheduling meetings, handling sensitive information, and coordinating staff events, with Mandarin-English communication as needed.

Qualifications

• Diploma or degree in a related field.
• Minimum 2 years of relevant experience.
• Strong English communication with parents; Mandarin communication required.
• Proficient in email, Google Forms, and MS Office.
• Ability to work independently with minimal supervision.

Responsibilities

• Manage the Head of School’s daily operations to ensure smooth office functioning.
• Schedule and coordinate meetings, appointments, and calendars to optimise time management.
• Handle sensitive information with strict confidentiality to protect privacy.
• Organise and maintain physical and electronic files and records for easy retrieval.
• Coordinate staff events to foster community engagement and smooth execution.
• Maintain and update daily electronic documents on Google Shared Drive.
• Prepare and format information for internal and external distribution.
• Record and produce accurate minutes of meetings.
• Serve as the primary liaison between the Head of School and parents.
• Collate, verify, and organise staff claims and reimbursements for approval.
• Supervise front office staff activities to maintain reception quality.

Skills

English proficiency

Mandarin proficiency

Independence

Education

Diploma or Degree in a related field

Tools

MS Office

Google Forms

Job description

Company Overview / Employee Value Proposition

One World International School, Singapore is a private, co-educational day school catering for students from Early Childhood 1 - Grade 12 (aged 3-18), following the IB PYP programme and the Cambridge International Examinations programme.

Job Summary

The Executive Assistant to the Head of School plays a pivotal role in ensuring the smooth operation of the School office by providing high-level confidential administrative, organisational, and secretarial support. You will work autonomously to represent the Head of School and the School to internal and external stakeholders, driving operational efficiency and effective communication.

Responsibilities

• Manage the Head of School’s daily operations to ensure seamless office functioning and timely task completion
• Schedule and coordinate meetings, appointments, and calendars to optimise the Head of School’s time management
• Handle sensitive information with strict confidentiality to protect the School’s and stakeholders’ privacy
• Organise and maintain physical and electronic files and records for easy retrieval and compliance
• Coordinate staff events to foster community engagement and smooth event execution
• Maintain and update daily electronic documents on Google Shared Drive to ensure accurate and accessible records
• Prepare and format information for internal and external distribution, ensuring clarity and professionalism
• Record and produce accurate minutes of meetings to document decisions and action points
• Serve as the primary liaison between the Head of School and parents, facilitating clear and timely communication
• Collate, verify, and organise staff claims and reimbursements for the Head of School’s approval to ensure financial accuracy
• Supervise front office staff activities to maintain efficient and professional reception services

Required competencies and certifications

• Diploma or Degree in a related field
• Minimum 2 years of relevant experience
• Proficient command of English as quite a few parents speak english so need to communicate with them
• Proficiency in Mandarin is required to communicate with parents who can only speak Mandarin.
• Skilled in using email, Google Forms, and MS Office applications
• Ability to work independently with minimal supervision

Work Location: OWIS Punggol Campus