Executive Secretary

Overview

• The successful candidate will be expected to:
• Demonstrate a commitment to the safety and security of children and young people (child protection).
• Acquire and maintain a working knowledge of ISG District organization policies, practices and procedures.
• Provide administrative and finance support to the assistant principal /executive as required, to meet the
• schools needs:
• Organize and maintain the headteacher s / assistant principal / executive s calendar and arrange appointments as and when convenient.
• Prepare documents, reports, lists, meeting note, etc as required.
• Attend meetings and keep minutes.
• Make travel arrangements for the assistant principal / executive.
• Handle confidential documents ensuring they remain secure.
• Take initiative in prioritizing tasks to ensure deadlines are met.
• Provide support for students and parents in relation to your role:
• Prepare and print student ID s as needed.
• Prepare and print student certificates as required.
• Maintain student email distribution group lists.
• Provide relevant information required for student references.
• Maintain updated staff and student lists.
• Track and produce a weekly summary report of students attendance and discipline analysis.
• Arrange testing or exams, and receive results, as required.
• Assist and coordinate with duties relating to student trips.
• Validate, collate and email Parent Teacher Conference appointment timings to parents.
• Answer parent queries (emails/ phone calls).
• Provide school support by:
• Provide customer service, meet informational needs of the schools / ISG stakeholders (staff, students, parents and ISG personnel).
• Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages, reports etc.).
• Draft all communication if requested and proofreading, emails, forms, surveys, etc.
• Receive and screen phone calls and redirect as appropriate.
• Prepare invoices, financial statements, reports, requisitions, petty cash etc with regards to bookkeeping.
• Maintain office supplies and order goods.
• Maintain electronic and paper records ensuring information is organized and easily accessible.
• Conduct research and prepare presentations or reports as assigned.
• Maintain assessment portals - if applicable.
• Coordinate and provide support in relation to IT matters - if applicable.
• Record staff absences - if applicable.
• Create and maintain events calendar.
• Assist with event preparation.
• Support the ISG finance office requests.
• Assist new staff with ID and Transportation arrangements.
• Provide the needed support for substitute teacher, as required by the school (recruitment, scheduling, recording absence etc) - if applicable.