Executive Personal Assistant

comprehensive and detailed Job Profile

Position Overview

right hand to the Director of Schools

Key Responsibilities

1. Administrative & Office Management

• Maintain the Director’s

  daily calendar

  , scheduling meetings, appointments, school visits, and travel.
• Manage all

  incoming and outgoing communication

  (emails, phone calls, letters, reports).
• Draft, proofread, and edit official

  documents, reports, presentations, and proposals

  .
• Maintain a proper

  filing system

  (digital and physical) for easy retrieval of confidential documents.
• Prepare and circulate

  meeting agendas, minutes of meetings, and follow-up action items

  .

2. Strategic Support

• Assist the Director in

  planning and executing strategic initiatives

  across all schools.
• Conduct

  background research, benchmarking, and data analysis

  to support decision-making.
• Prepare

  management briefs, school performance reports, and executive summaries

  .
• Track progress of key institutional projects and provide

  weekly updates

  to the Director.

3. Communication & Liaison

• Serve as the

  primary point of contact

  between the Director and stakeholders (principals, senior leadership, faculty, parents, trustees, government bodies, vendors, and partners).
• Draft professional correspondence, press notes, newsletters, and communications on behalf of the Director.
• Coordinate and support

  PR, media, and public speaking engagements

  for the Director.
• Manage

  social media presence and personal brand-building activities

  if required.

4. Event & Meeting Coordination

• Organize

  board meetings, school leadership meetings, PTMs, academic seminars, and conferences

  .
• Oversee

  logistics, hospitality, and arrangements

  for school events, external visits, and Director’s representation.
• Coordinate with Principals and Admin Heads for smooth execution of Director’s school visits.

5. Confidential & Personal Assistance

• Handle highly

  confidential information with discretion

  (staffing, finances, strategy, family matters).
• Manage Director’s

  personal schedule

  (if required: family events, travel bookings, etc.).
• Support in handling

  trust and governing body affairs

  , including documentation, filing, and communication.

6. Operational & Project Management

• Act as a

  bridge between Director’s office and school operations

  .
• Track

  institutional KPIs

  and ensure accountability from different teams.
• Support in

  budget planning, vendor negotiations, and financial tracking

  for projects initiated by the Director.
• Monitor and update the Director on

  compliance, accreditation, and policy requirements

  .

Key Skills & Competencies

• Excellent Communication Skills

  – English proficiency (verbal & written); strong drafting ability.

• Organizational Excellence

  – Ability to prioritize, multitask, and deliver under deadlines.

• Interpersonal Skills

  – Tactful handling of stakeholders (staff, parents, board, media).

• Discretion & Confidentiality

  – High trustworthiness in handling sensitive matters.

• Tech Proficiency

  – MS Office Suite (Word, Excel, PowerPoint), Google Workspace, CRM/ERP systems.

• Analytical Thinking

  – Research, data interpretation, and report preparation.

• Event & Time Management

  – Handling logistics, scheduling, and large-scale coordination.

Qualifications & Experience

• Graduate/Postgraduate in Business Administration, Education, Communications, or related field.
• Minimum

  3–6 years of experience

  as an EA/PA, preferably in the education or corporate sector.
• Exposure to

  school/college administration, trust management, or corporate governance

  preferred.
• Strong references and proven track record of reliability.
  

Reporting Structure

• Reports to:

  Director of Schools

• Works closely with: Principals, Vice Principals, Department Heads, Administrative Officers, Trustees, and external stakeholders.

Working Conditions

• Location: Director’s Office / Travel across schools as required.
• Timings: Full-time (must be available beyond school hours for urgent Director requirements).
• Flexibility: Should be open to working weekends/late hours during

  peak academic or event seasons

  .

Qualifications

• Personal Assistance and Executive Administrative Assistance: minimum experience of 5-6 years
• Excellent Communication skills
• Diary Management Skills
• Clerical skills
• Strong organizational and multitasking abilities
• Proficiency in using relevant administrative software
• Experience in the education sector is a plus
• Bachelor's degree in Business Administration or related field preferred