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Executive Assistant

Asia Pacific Schools
Selangor, Malaysia
Date Added: Mar 27, 2024

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Job title: Executive Assistant
Reporting to: Executive Principal (Campus Principal)
Purpose of Role
  • Post holder will be responsible for the efficient running of the Principals office, providing excellent administrative support and highly confidential support services.
ISP Principles
Begin with our children and students. Our children and students are at the heart of what we do. Simply, their success is our success. Wellbeing and safety are both essential for learners and learning. Therefore, we are consistent in identifying potential safeguarding issues and acting and following up on all concerns appropriately.
Treat everyone with care and respect. We look after one another, embrace similarities and differences and promote the well-being of self and others.
Operate effectively. We focus relentlessly on the things that are most important and will make the most difference. We apply school policies and procedures and embody the shared ideas of our community.
Learn continuously. Getting better is what drives us. We positively engage in personal and professional development and school improvement.
Key Responsibilities
  • Support the Principal to efficiently and effectively lead the school.
  • Understand and build relationships with parents, students, staff and overall school community.
  • Liaise promptly and efficiently with external organizations and professional bodies, where appropriate.
  • Ensure that welcoming and supportive interactions occur with all who communicate with the school.
  • Work with discretion and confidentiality.
  • Ability to deal with difficult situations or unexpected events and support those involved.
  • Ability to identify ways of delivering a high-quality service.
  • Manage and maintain Principals calendar and appointments.
  • Manage the processing, filing and archiving of papers, reports and other correspondence in a timely manner.
  • Maintain a file for any matters requiring follow-up or to be reviewed by the Principal on a future date.
  • Manage events organized through the Principals office including venue and travel bookings, conference bookings, catering, resourcing, etc.
  • Source and collage background information for the Principal prior to any meetings, if and when instructed.
  • Reconcile Principals expenses and school credit card statements.
  • Organize flowers, cards, and other forms of recognition of staff on behalf of the Principal as the need arises.
  • Provide administrative support to the head of parent services in matters relating to open days, school events, etc.
  • Prepare and distribute agendas and associated paperwork and take minutes for selected meetings as required.
  • Where appropriate, assist the admissions and marketing team with proofreading school publications as instructed.
  • Attending all correspondence, emails and phone calls in a timely and professional manner, as directed, and draft responses as required.
  • Respond to enquiries on behalf of the Principal within authorized delegation.
  • Carry out any other duties as assigned by the Principal.
  • Fully and positively participate in the schools performance appraisal scheme to develop and enhance personal and service performance.
  • Undertake any other reasonable duties requested/assigned as required by Senior Leadership Team (SLT) or Line Manager (HOD), especially regarding the schools administrative functions.
  • Ensure that school policies including those relating to Safeguarding, Race Equality, Equal Opportunities, Code of Conduct and Health & Safety are adhered to.
(Please note that this Job Description sets out the main duties associated with the stated purpose of the post. It is assumed that other duties of a similar level/nature undertaken within the section are not excluded because they are not itemized. The duties of this post could vary from time to time because of new legislation; changes in technology or policy and in that case appropriate training may be given to enable the post holder to undertake this new/varied work.)
The Asia Pacific Schools promotes equality and is an equal opportunity employer that prohibits discrimination and harassment of any kind. We are committed to diversity and inclusion, as well as providing employees with a work environment that is free of discrimination and harassment.
Skills, Qualifications and Experience
  • Strong interpersonal skills, keen to motivate and effectively educate and connect department managers and staff regarding HR matters. A tertiary qualification in business or its equivalent
  • Previous experience in a similar role preferred
  • High level of computer skills in MS Office applications required
  • Excellent communication skills in both English and Bahasa Malaysia
  • Strong interpersonal and people skills crucial
  • Excellent time management skills with an ability to prioritize tasks and meet deadlines
  • Demonstrate initiative and strong problem-solving skills with an ability to improve processes and work practices
  • Excellent command of oral and written English and Bahasa Malaysia.
  • Ability to start as soon as possible
Person specification
  • Comfortable working in a highly visible role.
  • Positive, go-getter. Able to adapt to changing workload demands and new school challenges.
  • Exceptional analytical and problem-solving skills.
  • Possess a high degree of confidentiality and integrity, as well as understanding of data protection and confidentiality.
  • Attentive listener; understanding, empathetic, tactful, and personable. Able to build effective working relationships with staff and other stakeholders.
  • Able to work constructively as part of a team, understanding school roles and responsibilities and own role within these settings.
  • Responsible for promoting and safeguarding the welfare of children and young people they are responsible for or encounter.
  • Personal commitment to ensure that services are equally accessible and appropriate to meet the diverse needs of the service users.
  • Personal commitment to continuous self-development and school improvement.
ISP Leadership Competencies
You consistently demonstrate and role-model the ISP Leadership Competencies in all that you do.
  1. Collaboration. Takes an active part in leading their school or region; is cooperative and a genuine team player, developing positive, supportive relationships with colleagues to solve problems and maximize opportunities.
  1. Learning & Getting Better. Continually demonstrates personal commitment and passion for learning and getting better using evidence and feedback, supporting others in their continual learning, development, and growth.
  1. Innovation Leadership. Is good at creating an environment where ideas for learning initiatives and services are generated and can motivate and inspire others through the process of creation through to completion.
  1. Outcome driven. Can be counted on to find solutions. Is consistently looking to exceed goals and is focused on KPIs.
  1. Resilience. Can deal with setbacks and challenges calmly and effectively.
  1. Community Focus. Committed to meeting and exceeding the needs and expectations of our students and their families.
  1. Integrity & Ethical Management. Has the ability to work ethically and with integrity; helps others feel valued; upholds and models the ISP Vision, Purpose, and Principles.
  1. Leading & Inspiring Others. Supports, encourages, and inspires students, colleagues, and teams so that they give their best.
  1. Understanding People. Is a very good judge of talent, can objectively articulate the strengths and motivations of people inside or outside the organization.
  1. Influencing & Communication. Consistently informs, influences, and inspires students, parents and colleagues through timely and effective communication.
  1. Agile. Responds and adapts to changing circumstances; manages and solves problems by providing solutions in a climate of ambiguity.
  1. Strategic, Commercial & Financial Awareness. Has the ability to apply understanding of the business and industry to improve effectiveness and profitability.
  1. Planning & Decision Making. Makes decisions on the best course of action and then plans, organizes, prioritizes, and balances resources to achieve the desired outcome.
  1. Diversity & Equity. Has the sensitivity, awareness, and skill to understand the values, behaviors, attitudes, and practices across cultures that supports all children and adults to learn and work effectively.
ISP Commitment to Safeguarding Principles
ISP is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. All postholders are subject to appropriate vetting procedures and satisfactory Criminal Background Checks or equivalent covering the previous 10 years employment history.
How to apply
Interested candidates are invited to send in a letter of application including the reasons for applying together with a comprehensive CV, a recent passport-size photograph and contact details of two referees (one of which must be from your current employer) to email [email protected]

Early application is encouraged as we reserve the right to appoint as soon as a suitable candidate has been identified.
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