Personal Assistant to the Head of School

1 day ago

Gelang Patah, Johor, Malaysia Phoenix Tree International Sdn Bhd Full time

Role Objective

To provide high-level administrative and operational support to the Head of School, ensuring the effective functioning of the office and serving as a key point of contact for internal and external stakeholders. The role requires strong organizational skills, discretion, and the ability to manage multiple priorities in a dynamic educational environment.

Reporting Relationships

Report To

Head of School

Responsibilities

Administrative & Scheduling Support

  • Manage the Head of School's calendar, including scheduling appointments, meetings, events and arranging transport for the Head of School as directed.
  • Prepare and organize documents, presentations, and reports as directed.
  • Handle confidential and sensitive information with professionalism and discretion.

Communication & Liaison

  • Serve as a primary contact for parents, staff, board members, and external partners.
  • Draft, proofread, and distribute correspondence, memos, and announcements on behalf of the Head of School.
  • Facilitate clear and timely communication between the Head of School's office and other departments.

Meeting & Event Coordination

  • Coordinate logistics for leadership meetings, board meetings, and school events, including venue setup, materials preparation, and minute-taking as needed.
  • Assist in the preparation and follow-up of strategic and operational meetings.

Operational & Office Management

  • Maintain an organized and efficient office environment, including filing systems and records management that meets data protection requirements.
  • Support the Head of School in daily operational tasks and special projects.
  • Manage access to the Head of School and the Head of School's office.
  • Assist with budget tracking, expense reporting, procurement and any other reasonable request, as directed by the Head of School.

Role Requirements

  • Bachelor's degree in Business Administration, Education, or a related field.
  • Previous experience in an administrative or executive support role, preferably in an educational setting.
  • High proficiency in Microsoft Office Suite and familiarity with school management systems such as ISAMs and Manage Bac would be a plus.
  • Strong organizational skills and attention to detail.
  • Ability to work independently, manage multiple tasks, and maintain confidentiality.
  • Professional demeanor with strong interpersonal and relationship-building skills.

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