Personal Assistant

Job Description

The Executive Assistant to the School Director provides high-level administrative, organizational, and strategic support to ensure the efficient and effective operation of the Director's office and the smooth functioning of the school leadership. This role requires exceptional organizational skills, discretion, a proactive approach, and the ability to manage multiple priorities in a dynamic educational environment. The Executive Assistant acts as a primary point of contact for internal and external stakeholders, handles sensitive information with confidentiality, and contributes to the positive image and success of the school. Key Responsibilities: I. Administrative and Organizational Support: Calendar Management: Proactively manage and maintain the Director's complex calendar, scheduling appointments, meetings, and events, and anticipating potential conflicts or needs. Communication Management: Serve as the primary point of contact for the Director, screening and prioritizing incoming communications (phone calls, emails, mail), drafting responses, and ensuring timely follow-up. Meeting Preparation and Support: Prepare agendas, gather relevant materials, take accurate minutes during meetings (Board meetings, leadership team meetings, parent meetings, etc.), and follow up on action items. Travel Arrangements: Coordinate all aspects of the Director's travel, including flights, accommodation, transportation, and itineraries. Document Management: Organize and maintain physical and electronic filing systems, ensuring efficient retrieval of documents and adherence to confidentiality protocols. Correspondence: Draft, edit, and proofread a variety of documents, including letters, memos, reports, presentations, and internal communications, ensuring accuracy and professional presentation. Expense Management: Process and reconcile the Director's expenses, ensuring accuracy and adherence to school policies. Office Management: Maintain the Director's office supplies and equipment, ensuring a well-organized and functional workspace. II. Strategic and Confidential Support: Information Flow: Facilitate the smooth flow of information between the Director's office and other departments, staff, parents, students, and external partners. Confidentiality: Handle highly sensitive and confidential information with utmost discretion and integrity, including personnel matters, student records, and financial data. Research and Data Gathering: Conduct research, compile data, and prepare reports or presentations as requested by the Director to support decision-making. Project Support: Provide administrative and logistical support for special projects and initiatives led by the Director. Stakeholder Liaison: Act as a professional and courteous liaison between the Director and various stakeholders, including Board members, parents, faculty, staff, and community representatives. Problem Solving: Anticipate potential issues and proactively find solutions to ensure the Director's time is utilized effectively. III. Event and Relationship Management: Event Coordination: Assist with the planning and execution of school events, meetings, and conferences as needed, particularly those involving the Director's participation. Guest Management: Welcome and assist visitors to the Director's office, ensuring a positive and professional experience. Qualifications: Education: Bachelor's degree preferred. Experience: Minimum of 5 years of proven experience as an Executive Assistant supporting a senior executive, preferably in an educational or non-profit setting. Technical Proficiency: Advanced proficiency in Microsoft Office Gsheets. Experience with calendar management software and virtual meeting platforms (e.g., Zoom, Google Meet). Familiarity with school management systems (e.g., SIS, LMS) is a plus. Hands-on experience with AI Skills: Exceptional organizational and time management skills with the ability to prioritize and multitask effectively. Excellent written and verbal communication skills, with strong attention to detail and grammar. Proactive and resourceful problem-solver with a strong sense of initiative. High level of discretion, professionalism, and integrity in handling confidential information. Strong interpersonal skills with the ability to build rapport and communicate effectively with diverse individuals. Ability to work independently with minimal supervision and as part of a team. Adaptability and flexibility to work in a fast-paced and evolving environment. Demonstrated ability to maintain composure and effectiveness under pressure. Working Conditions: Typically an office environment within the school setting. May require occasional evening or weekend work to support events or urgent needs. Regular interaction with students, parents, faculty, and staff Job Type: Full-time Pay: ₹15,000.00 - ₹25,000.00 per month Schedule: Day shift Education: Bachelor's (Preferred) Experience: total work: 5 years (Required) Language: English (Required) Work Location: In person