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Job Description
- Maintain executive’s agenda and assist in planning appointments, board meetings, conferences etc.
- Attend meetings and keep minutes.
- Receive and screen phone calls and redirect them when appropriate.
- Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.).
- Make travel arrangements for executives.
- Handle confidential documents ensuring they remain secure.
- Prepare invoices or financial statements and provide assistance in bookkeeping.
- Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders.
- Maintain electronic and paper records ensuring information is organized and easily accessible.
- Conduct research and prepare presentations or reports as assigned.
- Using a range of office software, including email, spreadsheets and databases;
- Managing filing systems;
- Developing and implementing new administrative systems, such as record management;
- Recording office expenditure and managing the budget;
- Organizing the office layout and maintaining supplies of stationery and equipment;
- Maintaining the condition of the office and arranging for necessary repairs;
- Organizing and chairing meetings with staff - in lower paid roles this may include typing the agenda and taking minutes, but senior managers usually have an administrative assistant to do this;
- Overseeing the recruitment of new staff, sometimes including training and induction;
- Ensuring adequate staff levels to cover for absences and peaks in workload, often by using temping agencies;
- Carrying out staff appraisals, managing performance and disciplining staff;
- Delegating work to staff and managing their workload and output;
- Promoting staff development and training;
- Implementing and promoting equality and diversity policy;
- Writing reports for senior management and delivering presentations;
- Responding to customer inquiries and complaints;
- Reviewing and updating health and safety policies and ensuring they are observed;
- Arranging regular testing for electrical equipment and safety devices;
- Attending conferences and training;
Job Requirements
- Gender: Female;
- Work experience: 3- 10 years;
- Have some experience in psychology and education.
- Has the ability to deal with international schools
- Proven experience as executive secretary or similar administrative role.
- Proficient in MS Office and “back-office” software (e.g. ERP).
- In depth knowledge of office management and basic accounting procedures as well as technical vocabulary of relevant industry.
- Familiarity with basic research methods and reporting techniques.
- Excellent organizational and time-management skills.
- Outstanding communication and negotiation abilities.
- Integrity and confidentiality.
- Degree in business administration or relative field.
- Good IT skills, including knowledge of a range of software packages;
- The capacity to prioritize tasks and work under pressure;
- Ability to liaise well with others and delegate tasks;
- Strong oral and written communication skills;
- Ability to work on your own initiative;
- Attention to detail;
- Flexibility and adaptability to changing workloads;
- Problem-solving skills and project management ability.
- Have some experience in psychology and education.
- Has the ability to deal with international schools
