Bcis Executive Assistant

3 days ago

ภเกต, Thailand Berda Claude International School Phuket Full time

**JOB DESCRIPTION**

Job title: Executive Assistant

Reporting to: Head of School

Purpose of Role
- Post holder will be responsible for the efficient running of the Head of School’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 Head of School 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 organisations and professional bodies, where appropriate.
- Support the Head of School with communication to students, staff and parents (for example, though regular Head of School written and video updates).
- 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 high-quality service.
- Manage and maintain Head of School’s calendar and appointments.
- Manage the processing, filing and archiving of papers, reports and other correspondence in a timely manner.
- Maintain accurate records of all school policies and communicate in a timely manner with relevant colleagues, identifying which might be missing and need creating, and which are due for renewal.
- Maintain a file for any matters requiring follow-up or to be reviewed by the Head of School on a future date.
- Maintain accurate records of the appraisal cycle for direct reports to the Head of School, ensuring that the Head of School has the necessary information to keep to the appraisal cycle schedule.
- Manage events organised through the Head of School’s office including venue and travel bookings, conference bookings, catering, resourcing, etc.
- Source and collate background information for the Head of School prior to any meetings, if and when instructed.
- Reconcile Head of School’s expenses and school credit card statements.
- Organise flowers, cards, and other forms of recognition of staff on behalf of the Head of School as the need arises.
- Provide administrative support to the marketing, admissions and retention managers 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 Head of School within authorised delegation.
- Carry out any other duties as assigned by the Head of School.

**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 leaders or line manager (Head of School), 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 itemised. 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 Thai
- Strong interpersonal and people skills crucial
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