Executive Assistant (EA) - To Principal / CEO

Job description / Role

Job Description

The Executive Assistant to the Principal plays a pivotal role in ensuring the smooth and efficient operation of the school's leadership office. This highly demanding role requires exceptional organizational skills, a proactive mindset, and the ability to work in a dynamic educational environment. The Executive Assistant acts as the Principal's first point of contact, managing schedules, communication, and critical tasks while upholding the highest standards of discretion and confidentiality.

Responsibilities

• Calendar and Schedule Management:
  - Organize and maintain the Principal's schedule, including meetings, appointments, and events.
  - Coordinate with staff, parents, and external stakeholders to manage time effectively.
• Communication and Correspondence:
  - Act as the Principal's gatekeeper, managing emails, calls, and letters with professionalism and confidentiality.
  - Draft, edit, and proofread official communications on behalf of the Principal.
• Administrative Support:
  - Prepare agendas, minutes, and presentations for meetings.
  - Manage records, files, and documents securely and systematically.
  - Handle logistical arrangements for meetings, conferences, and school events.
• Project Coordination:
  - Assist in planning and executing school-wide projects and initiatives.
  - Monitor progress and deadlines for tasks delegated by the Principal.
• Discretion and Confidentiality:
  - Handle sensitive information with utmost discretion, ensuring confidentiality at all times.
  - Maintain a high level of trust and professionalism in dealing with confidential matters.
• Stakeholder Liaison:
  - Serve as the primary point of contact between the Principal and internal/external stakeholders.
  - Ensure smooth communication and follow-ups between departments and leadership.
• Graphic Design Support (Preferred):
  - Create visually appealing materials, including newsletters, reports, academic calendars, and presentations, using graphic design tools (e.g., Canva, Adobe Suite).
  - Support branding and marketing efforts with high-quality design inputs.

Skills

Key Skills and Attributes

• Exceptional Discretion & Confidentiality: Ensures sensitive information is handled with utmost professionalism.
• Assertive & Strong Communication: Confidently liaises with stakeholders and takes initiative to support decision-making.
• Highly Organized: Manages multiple tasks and deadlines with efficiency.
• Technological Proficiency: Expert in Microsoft Office Suite and database systems.
• Graphic Design Skills (Preferred): Skilled in Canva, Adobe Photoshop, or Illustrator.
• Interpersonal Skills: Builds positive relationships within the school community.
• Attention to Detail: Maintains accuracy in schedules, tasks, and communication.
• Problem-Solving Skills: Quickly resolves challenges to ensure smooth operations.
• Adaptability: Flexible in responding to the evolving needs of the role.

Qualifications

• Bachelor's degree or equivalent experience in administration or a related field.
• Minimum 2+ years of experience as an Executive Assistant or in a similar role, preferably in an educational setting.
• Demonstrated ability to maintain confidentiality and manage complex tasks under pressure.
• Knowledge of graphic design tools is a significant advantage.

About the Company

GEMS Education is a pioneering education company with an international network of award winning K-12 schools. Over the past 55 years GEMS has grown from one school to being a truly global company with one incredible mission – to make quality education available to every student. Over 20,000 education professionals unlock the potential of over 250,000 students across 14 countries each and every day, preparing children of all ages for real world success.