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Executive Assistant

3 weeks ago

Toa Payoh, Singapore Stamford American International School Full time

**Position Objective**

The Executive Assistant works with the Director of EAL and PCS Principal, to provide administrative assistance and support for the effective and smooth running of the work of these two programs.

**Responsibilities**

**The job holder’s responsibility for promoting and safeguarding the welfare of children and young person’s for whom they are responsible, or with whom they come into contact will be to adhered to and ensure compliance with the relevant Cognita Safeguarding; Child Protection Policy and Procedures at all times. If in the course of carrying out the duties of the role, the job holder identifies any instance that a child is suffering or likely to suffer significant harm either at school or at home, they must report any concerns to the School’s Designated Safeguarding Lead or to the Head or indeed to the Cognita Regional Safeguarding Manager so that a referral can be made accordingly to the relevant third party services.**

**Curriculum and Professional Learning Duties**
- Support the management of the annual curriculum budget, serving as liaison between teachers, divisions, and the Finance Department.
- Organize and manage updates of curriculum records, in collaboration with IB Coordinators and PCS Curriculum Lead
- Organize and update the EAL & PCS Office files, including Google Drive archives.
- Maintain professional calendars and schedule team meetings as needed.
- Schedule training sessions.
- Help to organize conferences or events
- Make travel and logístical arrangements for visiting presenters and experts
- Assist in the development of registration procedures.
- Manage timely registrations for Professional Learning activities as appropriate.
- Manage communications related to Professional Learning, such as reminders for registration deadlines, available opportunities, approval/non-approval of experiences, and staff and community notifications.
- Facilitate historical documentation (photos, video) of Professional Learning experiences for accreditation, marketing, and other purposes.
- Data management-Maintain high standards when managing confidential information and complying with school’s data protection procedures and requirements.

Perform data collection/generate reports; such as pulling reports/data on students and/or staff, or liaising with relevant school personnel as needed
Complete data entry in the Power School and Dynamics systems
Produce reports regarding key data used to track student progress

**Administrative Duties**
- Answer phones and follow up on messages and further action
- Manage staff information updates in relevant school portals
- Assist in preparation of staff, parent and student booklets, and other publications
- Maintain employee files-Performance evaluation, classroom observation, goal setting etc
- Collect and distribute general mail and file for attention as appropriate
- Book travel, flights and hotels, for the Director of EAL and the PCS Principal and members of their teams as requested
- Provide support - scanning documents, making copies, creating spreadsheets, collecting data
- Maintain office supplies
- Raise orders/initiate purchase requisition and input onto school’s financial system; Ordering textbooks
- Copy and distribute documents/forms signed by managers, including but not limited to, invoices, PD forms etc.
- Assisting with hiring process by scheduling interviews, carrying out reference checks, copying applicant’s information for interviewees and compiling of documents to process hiring
- Event management that involves but not limited to-booking calendar, booking space, making catering arrangements, arranging AV facilities etc. It may include-arranging attendance sheets, completion certificates, and organizing appropriate stationary and printing materials for sessions
- Access and manage student and teacher data across multiple platforms
- Carry out other duties and tasks as reasonably directed

**Registrar Duties**
- Creates and maintains the Secondary School Master Schedule.
- Creates hard-copy files for EAL and PCS Divisions
- Helps to manage student records
- Helps with Teacher and Student schedules in conjunction with the Curriculum Lead
- Helps with report card and trimester report generation and other responsibilities as needed.
- Coordinates the Parent-Teacher Conference and Back to School Night schedules

**Position Requirements**
- At least 5 years of administrative experience in a similar role
- Working experience in an international or MNC setting is preferred
- Ability to multitask, collaborate well, work independently, and complete projects without close supervision
- Excellent IT skills and quick learning curve with new technologies and platforms, including Excel or Google Sheets
- Experience managing or supporting the creation and tracking of budgets
- Meticulous, resourceful, and patient
- Excellent oral and written English
- Very organized, with an eye for detail
- Good interpersonal skills
-