Primary Liaison to the Principal

3 weeks ago

Singapore HWA CHONG INSTITUTION Full time

Roles and Responsibilities

As part of our team at HWA CHONG INSTITUTION, you will be working closely with the Principal to provide high-level administrative and secretarial support.

Key Responsibilities

  • Manage the Principal's calendar, prioritize meeting requests, and handle all communications effectively.
  • Draft correspondence as requested and maintain confidentiality when dealing with sensitive information.
  • Liaise with external bodies, including the Ministry of Education, to ensure seamless coordination and communication.
  • Organize and maintain proper filing in the office, ensuring all documents are up-to-date and easily accessible.
  • Process expense claims and manage office supplies for the Principal's Office and Board Room.

Meetings and Functions

  • Ensure the Principal has all necessary files and information prior to engagements.
  • Arrange travel, conferences, and guest meetings, as well as oversee venue setup and documentation.
  • Consolidate and distribute agendas, meeting files, and minutes, and take meeting minutes as assigned.

Projects and Compliance

  • Conduct research, produce documents, briefing papers, and reports, and create presentations to support the Principal and Deputy Principals.
  • Monitor the Principal's tasks and deadlines, and support in managing projects and programs as assigned.
  • Update school information with regulatory authorities as required, such as the Ministry of Education.
  • Initiate and contribute to quality improvement activities in the operation of the Principal's office.

Teamwork and Communication

  • Work closely with the Principal and Deputy Principals to keep them informed of upcoming commitments and responsibilities.
  • Liaise effectively with other team members, including Deputy Principals, Directors, and staff, to build strong relationships and support effective management and decision-making.
  • Demonstrate a willingness to work constructively, flexibly, and proactively, and handle sensitive issues with diplomacy and professionalism.

Other Duties

  • Organize staff events, gifts, and lunches, and perform any other duties as assigned by the Principal.

Requirements

  • A Bachelor's Degree in any field.
  • Experience as a Personal Assistant or in a similar administrative role is preferred.
  • Excellent organizational and communication skills, with a strong attention to detail.
  • Discretion and a high level of professionalism and integrity, especially when handling confidential matters.
  • Excellent interpersonal skills to build rapport and collaborate effectively with various stakeholders.
  • Able to work independently and as part of a team.
  • Open-minded towards learning new skills for application and innovation.
  • Tech-savvy, with proficiency in MS Office Suite and other office tools.

Tell Employers What Skills You Have

Tech-savvy
Microsoft PowerPoint
Microsoft Excel
Teaching
Travel Arrangements
Quality Improvement
Interpersonal Skills
Arranging
Administration
Compliance
Attention to Details
Administrative Support
Team Player
Diplomacy
Able to Work Independently

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