Personal Assistant

Key Responsibilities

Executive Administrative Support

• Provide comprehensive and proactive administrative support to the line manager.
• Actively monitor, manage, and follow up on the line manager’s schedule, correspondence, and action items.
• Check with the line manager on email responses and required follow-ups as appropriate.
• Anticipate administrative needs and prepare documentation, briefing materials, and reports in advance.
• Ensure timely follow-through on decisions and directives from the line manager.
• Organise and coordinate meetings, appointments, and events on behalf of the line manager, including preparing agendas and minutes as required.
• Maintain and organise academic and operation files, records, and documentation in an accurate and easily retrievable manner.

Communication & Liaison

• Manage the line manager’s communications and confidential documentation with professionalism, accuracy, and discretion.
• Serve as a key liaison between the line manager and internal and external stakeholders, facilitating effective and timely communication.
• Draft, proofread, and format correspondence, memos, and other documents on behalf of the line manager.
• Represent the line manager’s office professionally when engaging with staff, parents, students, and visitors.

Academic, Operational and Development Support

• Assist the line manager with academic, operation and development matters, including coordination of initiatives, events, and priorities.
• Support the preparation, compilation, and organisation of academic, operation and development documentation, reports, and presentations.
• Help coordinate follow-up actions arising from academic, operation and development meetings, reviews, and planning sessions.
• Liaise with relevant departments and staff to ensure the timely progress of academic, operation and development tasks assigned by the line manager.

Other Duties

• Perform ad hoc duties as assigned by the line manager.

Data Protection & Confidentiality

• Ensure student and staff information is handled, stored and shared securely in accordance with school policies and applicable regulatory requirements.
• Maintain appropriate confidentiality when handling school records and other sensitive data.
• Ensure access to personal and confidential information is appropriately controlled and limited to authorised personnel.

Requirements:

• Proven experience in an executive assistant, personal assistant, or senior administrative support role, preferably within an educational setting.
• Minimum a Degree in Business Administration/Secretarial Studies or a related field.
• Excellent organisational and time-management skills, with the ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills.
• High level of discretion and ability to handle confidential information with sensitivity.
• Proficiency in Microsoft Office and other relevant administrative software.
• A proactive, detail-oriented approach with strong problem-solving skills.
• Ability to work collaboratively with staff at all levels, as well as parents and external stakeholders.