Personal Assistant to Principal

2 days ago

Bukit Timah, Singapore Hwa Chong Institution Full time

Education is at the heart of the Hwa Chong experience. The Institution is seeking high achieving individuals who are excited about education to join our team. We are looking for individuals with passion, purpose and drive. If you thrive on working in an innovative and dynamic environment, we would love to hear from you.

**If you thrive on working in a dynamic and innovative environment, please submit your detailed CV, supporting documents and expected remuneration to**

**The Recruitment Officer**
**Hwa Chong Institution**
**661 Bukit Timah Road S 269734**

**Personal Assistant to Principal**

The Personal Assistant (PA) to the Principal provides administrative support to mainly the Principal and where needed, Deputy Principals, ensuring effective and efficient day-to-day operations of the office. The PA manages the Principals calendar, schedules, and communications while handling all information with discretion and professionalism.

**Job Descriptions**:
**General Administration & Secretarial Support**

Provide high-level administrative and secretarial support.

Manage the Principals calendar, prioritize meeting requests, and handle communications.

Draft correspondence as requested and handle confidential information with discretion.

Liaise with external bodies including Ministry of Education

Organize and maintain proper filing in the office.

Process expense claims.

Manage the office supplies for the Principals Office and Board Room.

**Meetings & Functions**

Ensure that the Principal has relevant files and information prior to the engagements

Organize all arrangements and documentation necessary for the Principals travel, conferences, and guest meetings.

Oversee arrangements and venue setup for meetings and events.

Consolidate, distribute and manage agendas, meeting files and minutes.

Take meeting minutes as assigned.

**Projects & Compliance**

Conduct research, produce documents, briefing papers, reports and create presentations.

Support the Principal and Deputy Principals in managing projects and programs as assigned, including monitoring of the Principals tasks and deadlines.

Update School information with regulatory authorities as required (e.g. Ministry of Education, etc.).

Initiate and contribute to quality improvement activities in the operation of the office of the Principal.

**Teamwork & Communication**

Work closely and effectively with the Principal and Deputy Principals to keep them well informed of upcoming commitments and responsibilities, following up appropriately.

Liaise effectively with other team members, especially the Deputy Principals, Directors and staff. Build strong relationships to support effective management and decision-making.

Demonstrate a willingness to work constructively, flexibly and proactively

Handle sensitive issues with diplomacy and professionalism.

**Other Duties**

Organize staff events, gifts, and lunches.

Any other duties as assigned.

**Requirements**:
A Bachelors Degree in any field.

Experience as a Personal Assistant or in a similar administrative role is preferred.

Excellent organizational and communication skills with strong attention to details.

Discretion and a high level of professionalism and integrity, especially in handling confidential matters.

Excellent interpersonal skills necessary to build rapport and collaborate effectively with various stakeholders.

Able to work independently

A team player

Tech-savvy, with proficiency in the use MS Office Suite and other office tools.

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