Executive Assistant

1 week ago

Subang Jaya, Selangor, Malaysia Asia Pacific Schools Full time

Description

JOB DESCRIPTION

Job title:
Executive Assistant

Reporting to:
Executive Principal (Campus Principal)

Purpose of Role

  • Post holder will be responsible for the efficient running of the Principal's office, providing excellent administrative support and highly confidential support services.
ISP Principles

Begin with our children and students. **Our children and students are at the heart of what we do. Simply, their success is our success. Wellbeing and safety are both essential for learners and learning. Therefore, we are consistent in identifying potential safeguarding issues and acting and following up on all concerns appropriately.

Treat everyone with care and respect. **We look after one another, embrace similarities and differences and promote the well-being of self and others.

Learn continuously. **Getting better is what drives us. We positively engage in personal and professional development and school improvement.

Key Responsibilities

  • Support the Principal to efficiently and effectively lead the school.
  • Understand and build relationships with parents, students, staff and overall school community.
  • Liaise promptly and efficiently with external organizations and professional bodies, where appropriate.
  • Ensure that welcoming and supportive interactions occur with all who communicate with the school.
  • Work with discretion and confidentiality.
  • Ability to deal with difficult situations or unexpected events and support those involved.
  • Ability to identify ways of delivering a highquality service.
  • Manage and maintain Principal's calendar and appointments.
  • Manage the processing, filing and archiving of papers, reports and other correspondence in a timely manner.
  • Maintain a file for any matters requiring followup or to be reviewed by the Principal on a future date.
  • Manage events organized through the Principal's office including venue and travel bookings, conference bookings, catering, resourcing, etc.
  • Source and collage background information for the Principal prior to any meetings, if and when instructed.
  • Reconcile Principal's expenses and school credit card statements.
  • Organize flowers, cards, and other forms of recognition of staff on behalf of the Principal as the need arises.
  • Provide administrative support to the head of parent services in matters relating to open days, school events, etc.
  • Prepare and distribute agendas and associated paperwork and take minutes for selected meetings as required.
  • Where appropriate, assist the admissions and marketing team with proofreading school publications as instructed.
  • Respond to enquiries on behalf of the Principal within authorized delegation.
  • Carry out any other duties as assigned by the Principal.

OTHER EXPECTATIONS

  • Fully and positively participate in the school's performance appraisal scheme to develop and enhance personal and service performance.
  • Undertake any other reasonable duties requested/assigned as required by Senior Leadership Team (SLT) or Line Manager (HOD), especially regarding the school's administrative functions.
  • Ensure that school policies including those relating to Safeguarding, Race Equality, Equal Opportunities, Code of Conduct and Health & Safety are adhered to.
- (Please note that this Job Description sets out the main duties associated with the stated purpose of the post. It is assumed that other duties of a similar level/nature undertaken within the section are not excluded because they are not itemized. The duties of this post could vary from time to time because of new legislation; changes in technology or policy and in that case appropriate training may be given to enable the post holder to undertake this new/varied work.)_


The Asia Pacific Schools promotes equality and is an equal opportunity employer that prohibits discrimination and harassment of any kind.

We are committed to diversity and inclusion, as well as providing employees with a work environment that is free of discrimination and harassment.

Skills, Qualifications and Experience

  • Strong interpersonal skills, keen to motivate and effectively educate and connect department managers and staff regarding HR matters. A tertiary qualification in business or its equivalent
  • Previous experience in a similar role preferred
  • Excellent communication skills in both English and Bahasa Malaysia
  • Strong interpersonal and people skills crucial
  • Excellent time management skills with an ability to prioritize tasks and meet deadlines
  • Demonstrate initiative and strong problemsolving skills with an ability to improve processes and work practices
  • Excellent command of oral and written English and Bahasa Malaysia.
  • Ability to start as soon as possible
Person specification

  • Comfortable working in a highly visible role.
  • Positive, gogetter. Able to adapt to changing workload demands and new school challenges.
  • Exceptional analytical and problemsolving skills.
  • Possess a high degree of c

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