Executive Secretary

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.
• Perform other duties assigned by your supervisor,assistant principal and or principal.