The position of Personal/Admin Assistant is an important role. Excellent language skills in Chinese and English are required, as are discretion, patience and efficiency. S/he must be a good communicator willing to meet and talk to a variety of people individually, but also able to address large numbers of staff or parents when necessary. Absolute discretion when handling the personal data of students and staff is essential.
The postholder will support the Principal in all school business, organising diaries, translating when required, liaising with parents and staff, and generally assisting in the production of documents, presentations, budgets, etc.
The details below only constitute a broad outline of the tasks. The postholder must be flexible in working arrangements.
The postholder reports directly to the Principal.
Details
1. Performing duties in support of the Principal including but not limited to, scheduling meetings, planning and managing school calendars, arranging travel, hotels, data management and filing.
2. Taking notes, minutes and/or dictation at meetings.
3. Translating document for parents and stakeholders.
4. Providing assistance, including translation, during presentations.
5. Providing high-level administrative support by producing documents, briefing papers, reports and presentations independently for the Principal to deliver; researching material as required.
6. Liaising with different stakeholders including government departments, vendors and research institutes or other professional/industry clients.
7. Speaking to parents on behalf of the Principal where a phone call is required; assisting the Principal in meetings with parents.
8. Responsible for distribution of agenda, reproduction and distribution of documents or informational materials and/or other pre-meeting initiatives requiring contact with attendees.
9. Meeting and greeting visitors appropriately and deal with important incoming calls and emails and post in due course.
10. Disseminating management decisions/advice and following up with different departments in the School.
11. Translating in meetings, documents or admission events when required.
12. Assisting the Principal in the planning and design of the school and its curriculum.
13. Liaising with HR over interview processes for the appointment of new staff.
14. Liaising with the Management Company and the Board as appropriate.
15. Other reasonable job duties as arranged by the Principal.
Qualifications and personal qualities
1. University degree or diploma
2. Strong communication skills
3. A dual language speaker: Chinese and English.
4. At least 3 years of full-time experience working in schools, preferably in international schools
5. Very good IT skills, especially in excel and in working with databases
6. Approachable and personable to staff, students and parents
7. Ability to show initiative and work on his/her own, but also a team player
