PA/Admin Assistant

St. Joseph's Institution International Elementary School Ltd; Singapore; On-site; SGD 30,000 - 40,000; Full time

Job summary

A Catholic international school in Singapore is seeking a dynamic PA/Admin Assistant to manage reception duties and provide administrative support for the Senior Leadership Team. Candidates should have at least 2 years of relevant experience and possess strong interpersonal and organizational skills. This role involves greeting guests, managing appointments, and assisting in school events, contributing to a positive school environment.

Qualifications

• 2 years of related experience is essential.
• Great interpersonal and communication skills with both adults and children.
• A friendly disposition and sense of humour.

Responsibilities

• Serve as the primary point of contact for parents, students, teachers and staff.
• Schedule and manage internal and external appointments.
• Assist with planning and execution of school events and meetings.

Skills

Interpersonal skills

Communication skills

Problem-solving

Organizational skills

Education

Diploma level or equivalent qualification

Job description

St Joseph’s Institution International Elementary School, a Catholic & Lasallian school that provides a quality international education for a diverse student body, rooted in the community of Singapore, is seeking a dynamic, conscientious and proactive individual to join us as

PA/Admin Assistant

Reception Duties (shared responsibility with the other Admin team members):

• Serve as the primary point of contact for parents, students, teachers and staff, addressing their inquiries and requests.

• Greet and welcome all guests and visitors, and promptly notify staff of their arrival.

• Manage all incoming and outgoing deliveries.

• Assist with sending school-wide emails to parents.

• Ensure sufficient stationery supplies for office use and refill copiers.

• Maintain the cleanliness and orderliness of the Front Office.

• Relay messages to students and teachers.

• Escort children to and from the Security Office when class teachers or teaching assistants are unavailable.

PA and Administrative Support for Senior Leadership Team (Principal, Vice Principal & Assistant Principals):

• Schedule and manage internal and external appointments and interviews, including greeting attendees upon arrival.

• Prepare and process expense claims.

• Review and verify documents for the Principal's approval/signature.

• Maintain and organize Principal’s digital and physical files and records.

Purchasing Responsibilities:

• Provide assistance to staff for online purchases made with the school’s credit card, managing the process from purchase to delivery.

• Guide staff on the purchase request process, including form completion.

• Serve as the primary contact for stationery purchases.

• Work with the Office Manager for ordering of stationery, copier paper, and annual printing of link and exercise books.

• Collaborate with the Procurement Department for offline or bulk purchases.

• Verify accuracy and obtain necessary budget holder signatures on Purchase Requisition (PR) forms before forwarding to Procurement or Finance.

• Maintain comprehensive records of all credit card purchases, including managing cancellations.

• Collate monthly credit card expenses and coordinate payment with the Finance Department.

Professional Development (PD) Support:

• Assist with Staff PD, including course registration for both local and overseas courses.

• Arrange flights, accommodation, travel insurance, and training allowances for staff attending overseas courses/meetings.

• Maintain accurate and up-to-date Staff PD records, including expenditures and training hours, update the Staff PD calendar and ensure staff complete evaluation forms after attending courses.

• Book flights and accommodation for overseas trainers and visitors, including processing miscellaneous reimbursements.

Events Support:

Support the Office Manager with the planning and execution of school events and meetings, including:

• Booking venues and managing event signage setup and removal..

• Coordination of venue setup with Facilities Staff.

• Sourcing and ordering of refreshments, and curating visually appealing catering displays.

General Admin and Ad Hoc Functions:

• Performing additional administrative and ad hoc duties as directed by the Principal, Senior Leadership Team, or Office/Curriculum Manager.

Requirements:

• 2 years of related experience is essential.

• Minimum diploma level or equivalent qualification.

• Great interpersonal and communication skills with both adults and children.

• A forward thinking problem solver.

• A friendly disposition and sense of humour.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

Please visit our website for more details.

Only Singaporeans need apply.

We regret that only shortlisted candidates will be notified.