Executive Assistant to the Head of Schools

Job Description

The job holder will be responsible for high level executive support to the Head of Schools and to ensure the Head of Schools’ Office is professional, friendly, responsive and hospitable. S/he is also responsible for administrative support to the Board of Trustees and all its committees on procedural and constitutional matters, duties and powers and to work within the current legislative framework. 

Key Responsibilities

1. Support for the Head of Schools

  • Provide heavy calendar management for all aspects of the Head of Schools, including interaction with internal and external persons, committees, faculty, Board of Trustees, parents, students, and staff, to coordinate a variety of complex meetings. Manage the Head of Schools’ calendar in accordance with his/her goals and strategic priorities.
  • Filter the posts/emails/telephone calls of the Head of Schools’ Office. Serve as the first point of contact for all people wishing to see the Head of Schools. Think ahead for the Head of Schools and anticipate his/her needs and arranging things accordingly.
  • Produce and distribute the Head of Schools’ correspondences. Maintain confidential and sensitive information with a professional demeanor.
  • Arrange and facilitate meetings by booking venues, preparing agendas, taking notes and ensuring action points are followed through.
  • Arrange and coordinate Head of Schools’ travel/conferences/workshops, including reservation, preparing documents, managing correspondence and organizing events for the Schools.
  • Establish and maintain files, records, logs, and other tracking systems for a variety of information, projects and events. Responsible for operating processes such as recordkeeping, form control and budgetary reporting.
  • Work behind the scenes to solve problems, mediate disputes, and handle issues before they become matters for the Head of Schools.
  • Maintain excellent working relationships with a range of internal and external stakeholders and use these to facilitate communication.
  • Response promptly to requests for information and advice, and provide support to other school administrators.
  • Maintain a professional and welcoming atmosphere in the Head of Schools’ Office.
  • Work well with Communication & Publication Office and other departments to facilitate School’s celebrations and events.
  • Maintain sound and appropriate networks and links with wider school community including Parent Association, government bodies and community partners.
  • Act as a translator when needs for meeting with parents.
  • Provide administrative support for special projects as directed by the Head of Schools and assist with other projects upon request. Undertake research as requested.

2.  Support for the Board of Trustees

  • Ensure effective organization and administration of Board meetings. Arrange all meetings of the Board of Trustees and its committees. Prepare and timely dispatch comprehensive meeting agendas, materials, correspondences and associated papers for the Board of Trustees.
  • Attend the Board meetings, School Management Committee meetings, Annual General Meeting and some committee meetings, and take extemporaneous notes and compile legible, clear and official minutes which accurately reflect the business of the meeting. Follow up any agreed action points with those responsible and inform the Board Chairman of progress.
  • Ensure documents are effectively archived, organized, and stored. Keep official file of minutes, attachments, board agendas, policy manual, etc.
  • Act as the first point of contact for Trustees with queries on procedural matters.
  • Advise the Trustees in advance of the expiry of a trustee’s term of membership, so elections or appointments can be organized in a timely manner.Maintain a register of Trustee pecuniary interests and ensure the record of Trustees’ business interests is reviewed regularly, is properly lodged within the School.
  • Maintain a register of Trustee pecuniary interests and ensure the record of Trustees’ business interests is reviewed regularly, is properly lodged within the School.
  • Keep abreast of relevant legislations and inform the Board of Trustees of any changes to its responsibilities as a result of a change in governance legislation and procedural matters.
  • Assist with the preparation and amendment of school regulations, allocation of authority document, corporate governance and risk management guidelines.

Qualification & Experience

  • A degree in a relevant discipline, or an equivalent combination of relevant experience and/or education/training.
  • Qualified professional with HKICS/HKSA qualification is highly preferred, student (finalist) may also be considered
  • At least 8 years’ proven experience by providing high level professional executive and administrative support services in a busy and complex environment, ideally in international school setting.
  • Experience in Board of Trustees procedures, well understanding of the internal and external relationships of the Boards; knowledge of educational legislation and corporate governance and compliance will be an advantage.
  • Supervisory experience is required to lead and direct the work of others.

Skill & Personality

  • Proficient in email systems, computer literacy and able to master several database systems.
  • A good planner; able to think ahead and work backward; be proactive and anticipate challenges.
  • Excellent organizational skills; strong attention to detail; ability and flexibility to handle new tasks and shifting deadlines; and effective multi-tasking abilities.
  • Able to handle high-volume workload; manage time in order to meet deadlines and work effectively under pressure.
  • High proficiency in English. Excellent editing, proofreading, grammar, spelling, outstanding communication and bi-lingual skills are necessary.
  • Able to diagnose and anticipate parents and student needs and expectations and to quickly respond to them.
  • Well-presented and confident in dealing with people at all levels and ability to deal with difficult situations and maintain confidentiality.
  • An understanding of meeting procedures and protocols.
  • Able to work in harmony with other stakeholders and set a high example for other staff members.
  • Interact in a positive and professional manner.
  • Able to say “No” in a gracious way that gets to “Yes”.
  • Able to modify personal schedule to meet the needs of the School.

To Apply

This is an exciting opportunity which is challenging and full of learning opportunities. Interested parties should fill out an online application stating position(s) applying for, together with your full resume.

We are committed to providing a child safe environment safeguarding and promoting the welfare of children and young people. All applicants must be willing to undergo thorough background checks and child protection screening.

All personal data collected will be kept in strict confidence and would only be used for recruitment purpose.