Summary

ISG seeks an energetic Executive Secretary to provide efficient, organized support to the Assistant Principal in the school. The Executive Secretary will organize and maintain the executive’s schedule and assist them by performing a variety of administrative tasks. The goal is to contribute to the efficiency of the school/department by ensuring all assigned duties are carried out in a timely and efficiently. The Executive Secretary specializes in creating a friendly office environment.

Position Duties

The successful candidate will be expected to:

• Demonstrate a commitment to the safety and security of children and young people (child protection).
• Acquire and maintain a working knowledge of ISG District organization policies, practices and procedures.
• Provide administrative and finance support to the assistant principal /executive as required, to meet the schools’ needs.
• Organize and maintain the headteacher’s / assistant principal / executive’s calendar and arrange appointments as and when convenient.
• Prepare documents, reports, lists, meeting note, etc as required.
• Attend meetings and keep minutes.
• Make travel arrangements for the assistant principal / executive.
• Handle confidential documents ensuring they remain secure.
• Take initiative in prioritizing tasks to ensure deadlines are met.
• Provide support for students and parents in relation to your role:
• Prepare and print student ID’s as needed.
• Prepare and print student certificates as required.
• Maintain student email distribution group lists.
• Provide relevant information required for student references.
• Maintain updated staff and student lists.
• Track and produce a weekly summary report of students’ attendance and discipline analysis.
• Arrange testing or exams, and receive results, as required.
• Assist and coordinate with duties relating to student trips.
• Validate, collate and email Parent Teacher Conference appointment timings to parents.
• Answer parent queries (emails/ phone calls).
• Provide school support by:
• Provide customer service , meet informational needs of the schools / ISG stakeholders (staff, students, parents and ISG personnel).
• Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages, reports etc.).
• Draft all communication if requested and proofreading; emails, forms, surveys, etc.
• Receive and screen phone calls and redirect as appropriate.
• Prepare invoices, financial statements, reports, requisitions, petty cash etc with regards to bookkeeping.
• Maintain office supplies and order goods.
• Maintain electronic and paper records ensuring information is organized and easily accessible.
• Conduct research and prepare presentations or reports as assigned.
• Maintain assessment portals - if applicable.
• Coordinate and provide support in relation to IT matters - if applicable.
• Record staff absences - if applicable.
• Create and maintain events calendar.
• Assist with event preparation.
• Support the ISG finance office requests.
• Assist new staff with ID and Transportation arrangements.
• Provide the needed support for substitute teacher, as required by the school (recruitment, scheduling, recording absence etc) - if applicable.
• Perform other duties assigned by your supervisor, assistant principal and or principal.

QUALIFICATIONS AND KNOWLEDGE

The ideal candidate will have:

• Minimum of bachelor’s degree in a related field of study.
• In-depth knowledge of office management and basic accounting procedures.

EXPERIENCE AND SKILLS

The ideal candidate will have:

Experience

• Proven experience as an executive secretary or similar administrative role.

Skills

• Proficient in MS Office and Google Suite.
• Expert in English (both written and verbal)
• Familiarity with basic research methods and reporting techniques.
• Excellent organizational and time-management skills.
• Outstanding communication and negotiation abilities.
• Integrity and confidentiality.