The Office Executive supports front office operations and supports Principal and Leadership Team in administrative and coordination tasks.
EXPECTATIONS
Be aligned with and promote the Schools vision, mission, identity, and core values.
Keep abreast of the competencies and skills required of the position.
Communicate effectively with all school constituencies as appropriate.
Maintain an effective working relationship with colleagues, coordinators, Heads of Departments .
Be familiar with the operational practices and expectations of the school.
Adhere to the school policies and guidelines.
Maintaining the dignity of the team and confidentiality
Maintaining efficiency and calm demeanor while working with students, colleagues and all stakeholders under various circumstances
Attend all the meetings as per the requirement of the Principal
Duties and Responsibilities:Executive Assistant for the Principal for school related work
Manage the calendar and schedule the day/week of the Principal including appointments, interviews, functions, visits, arrangements, etc.
Maintain contact information for the Principal.
Do the data entry, prepare presentations, and coordinate for reports, whenever required by the Principal
Typing correspondence and drafting communications on behalf of the Principal, as advised.
Preparing agendas and reports and presentations for meetings as required.
Managing files for teachers and others as directed by the Principal.
Record minutes of the meetings, as requested.
Organising team outings, lunches, team meetings.
Coordinating with internal & external liasioning stakeholders as a point of contact by maintaining professionalism & confidentiality.
Coordinating and interacting with other academic professionals, admin staff as per requirement
Coordinating with staff and concerned school committees and LT meetings for all related activities involving the Principal.
Sending seasons greetings to key contacts of the Principal.
Managing Travel and Accommodation arrangements of the Principal, LT, Governing Council, staff and guests by regular follow ups
Host special guests/senior visitors (faculties, academician or VVIPs), and plan their agendas and programmes
As and when required, conducting research to provide support to the Principal and preparing reports and presentations based on coordination and research
Organise staff related special occasions like events, functions, trainings and other works related to school
Handle academic and non-academic duties and ensure accurate and timely completion of tasks as advised by Principal.
Assist in organization of field trips, excursions etc.
Assist in coordinating for school events such as Parent teacher meetings, open house, sports day, annual day or any other events at school .
Assisting and coordinating with the Principal and management in organizing trainings, workshops, seminars & conferences both internal & external, by ensuring all details are handled efficiently
To undertake any other reasonable tasks as directed by the Principal.
Office Management:
Proactively manages the daily operations of the front desk, ensuring a welcoming and efficient environment for students, parents, and visitors.
Manage the school's main phone line, direct calls, and take/deliver messages as needed.
Providing secretarial support in the school for the front office
Assist dispatch services including courier and receipt of courier
Assist the admissions team inquiries and provide information about school programs, events, and policies during the peak admissions period
Coordinate visitor and staff sign-in and security protocols.
Maintain the attendance registers for academic (full time & part time) admin & house keeping Staffs.
Accountable for the Vehicle Stickers and the ID cards Issued to the parents, guardians, staffs, visitors & external support staffs.
Coordinate & issue gate pass for students with approval from the Principal whenever there is a parent request for early leaving due to ill health or emergencies.
Providing assistance in the back office and outdoor activities during events and on an as required basis.
MINIMUM REQUIREMENTS
Any graduate with a minimum of 60% marks aggregate
Minimum of two years of experience assisting the Principal/ Senior Leadership
ESSENTIAL REQUIREMENTS
Excellent communication, etiquettes, time management and people management skills
Excellent knowledge of MS Office software suite
Ability to solve problems, take the initiative and plan the tasks
Flexibility with time to work extra hours when the school requires
Ability to work in a team with high people orientation is a must
To maintain total confidentiality and professional etiquette
Willingness to take all sorts of tasks and multi-task
Dependable and reliable
Flexibility to work in other roles as required or suggested by the Principal/ management.
The is a guide only and is not intended to be an exhaustive or exclusive list of duties of this position. It is subject to review and modification by the Principal at any time in response to the changing needs of the school.Required Knowledge, Skills, and Abilities
Office executive in administration
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