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General information

Business unit
Hiba Academy Nantong
Working Calendar
Non Academic

Description & Requirements

Role Description

 

JOB TITLE

EA to the Master

 

DEPARTMENT

Non-Academy

 

SUPERVISOR

Master

 

OBJECTIVE:

Experienced Executive Assistant at Hiba Academy Nantong will provide direct executive-level management support to the Master. The role will have a broad set of responsibilities that range from supporting the Master directly, to supporting the day-to-day operations of the larger school leadership team. The EA to the Master will project a professional image through in-person and telephone interaction, independently performing complex and diverse administrative duties under guidance from the Master. The EA has responsibility for the efficient operation of the Master’s office and the affairs that relate to the School Office.  

 

 

 

KEY RESPONSIBILITIES

1) Administrative Support to the Master

  • Provide efficient administrative support to the Master and also to SLT members during the preparation year as required
  • Proactive diary management, arranging appointments and meetings for the Master
  • Be responsible for collating information, documents and statistics for reports to the Governors as authorised by the Master
  • Prepare documents for different inspections, as directed by the Master who oversees the school’s inspection preparation
  • Take and distribute minutes for meetings attended, not limited to the Weekly SLT meeting and School Affairs Board meetings etc. 
  • Translate documents or conversations for the Master when needed
  • Coordinate the annual updates to the school handbooks and policies as and when required by the Master 
  • Coordinate logistical details for internal and external meeting and events
  • Use the school finance system in accordance with the school financial regulations and policies to place purchase orders and seek approval for payment
  • Keep safe record and use appropriately the school credit card or travel cards for business purposes in line with the school financial regulations and policies
  • Assist with the preparation and production of school master calendar
  • Undertaking such other duties of a similar nature as required by the Master

2) Support to School Office

  • Assist the day-to-day work of the administrative function of the school office to ensure an effective and efficient admin support service across the school.
  • Work with other PAs to ensure the smooth and effective running of the whole school. 
  • Provide assistance with PA interviews, on boarding and appraisals as well as offer mentoring to PAs in EY/Primary/Junior high on a regular basis. 
  • Actively maintain pupil and parents accounts, not limited to keep track with pupils’s withdrawal and re-enrolment, iSAMS pupil data maintenance, iParent Account Management, daily communication with parents. 
  • Supervise office supplies on a regular basis. 
  • Proactively follow up any parent concerns or complaints and seek proper solutions under collaboration with other departments. 
  • Other duties assigned by the school manager.

 

BASIC QUALIFICATION

 

Essential

  • Bachelor’s Degree or equivalent in Administration or related subject
  • Fluent written and spoken English and Chinese
  • At least 3 years’ related working PA experience in other international/bilingual schools or companies is preferred
  • Understanding of counselling/wellbeing provision in schools, including referral pathways and confidentiality boundaries.
  • Good communication skills and coordination skills with pupils, parents and staff
  • Proficiency in Microsoft 365 (Word, Excel, Outlook etc).

Preferred Aptitudes

  • Strong passion for the education industry
  • Strong track record of solving complex problems, strategic thinking and delivering significant impact
  • Personal integrity, accountability and credibility
  • Strong mind-set for continuous improvement to meet or exceed expectations 
  • Time management and ability to multi-task and prioritize, ability to work under pressure
  • Discrete and sensitive to confidentiality
  • Responsible, self-motivated, detailed-minded, professional, organized, independent and mature
  • Good team player as well as good team leader