Executive Secretary

The Executive Assistant at One International School plays a pivotal role in ensuring the smooth and efficient operation of the Principal’s Office. This position is integral in supporting the school’s mission of Education Excellence, Entrepreneurship, Holistic Wellness, and Culture & Global Insight by providing high-level administrative and secretarial support.

1. Administrative Support:

• Perform secretarial functions related to the responsibilities of the school section, ensuring tasks are completed with accuracy and timeliness.

• Prepare and draft correspondence, reports, and other documents for staff with precision.

• Maintain an up-to-date and organized filing system for student academic files, correspondences, and office documents.

• Coordinate and distribute office bulletins, memos, circulars, and official announcements.

• Prepare a variety of reports, signs, and banners using appropriate software.

2. Communication Management:

• Facilitate clear and effective communication between the school, parents, and other stakeholders.

• Translate incoming and outgoing administrative documents between English and Arabic as needed.

• Perform interpreting duties during meetings with parents and faculty.

• Screen calls and visitors, directing them to the appropriate staff members.

• Greet visitors and resolve complaints within the scope of authority.

3. Student and Parent Interaction:

• Maintain accurate and up-to-date information regarding classes, teacher schedules, and student contact details.

• Monitor student attendance records, following up with the principal, teachers, clinic, and parents regarding absences.

• Receive and manage all section parent calls and concerns, routing messages to the appropriate staff.

• Collect, distribute, and file students’ academic reports and certificates.

• Assist in preparing materials for school events, such as graduation ceremonies, including invitation cards, programs, and certificates.

4. Event and Schedule Management:

• Arrange and maintain the principal’s appointments, scheduling meetings with parents, visitors, and other stakeholders.

• Coordinate logistics for school events, ensuring all necessary materials and resources are available.

• Issue hall passes for tardiness and early dismissals in accordance with established procedures.

5. Office Operations:

• Maintain adequate supplies for daily office operations, including inventory management of necessary materials.

• Assist with first aid during emergencies or evacuation procedures, as required.

• Supervise students who are sent to the section/school office when necessary.

• Ensure the confidentiality of students, staff, school business, materials, and information.

6. Additional Duties:

• Perform other tasks and duties as directed by the Principal or Administration.

• Propose ideas to improve office operations and enhance the overall efficiency of the Principal’s Office.

Soft Skills and Competencies:

• Attention to Detail: Ensure all tasks and communications are handled with precision.

• Time Management: Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.

• Problem Solving: Address issues promptly and efficiently, providing effective solutions.

• Customer Service Orientation: Maintain a positive and professional demeanor in interactions with students, parents, and  staff.

• Confidentiality: Handle sensitive information with the utmost discretion.

Credentials / Experience

• Education: Bachelor’s Degree in Business Administration, Office Management, or a related field.

• Experience: Minimum 3-5 years of experience in an administrative or executive support role, preferably within an educational institution.

• Skills: Exceptional organizational, communication, and time-management skills. Proficiency in MS Office and office administration tools. Bilingual proficiency (English and Arabic) is preferred.