Executive and School Examinations Assistant

3 weeks ago

Singapur, Singapore IFS Full time
Job Description

We are looking for a dynamic and driven Executive and School examinations coordination Assistant

You act as key point of contact for internal and external stakeholders of IFS Secondary school.
You assist the Secondary school’s Principal in the management and administrative organization of the Secondary school.
  1. Your support to the daily operations of the school:
  • Coordinate and manage the secondary school’s calendar, schedule appointments, meetings, and conferences
  • Work with the various departments of the school to ensure smooth daily school operations
  • Ensure the continuity of the service, the articulation of the various projects and actions within the secondary school.
  • Support with research, data collection, and analysis for decision-making.
  • Draft, review, and send communications, such as reports and memos.
  • Organize and prepare for meetings, including booking rooms, preparing agendas, and taking minutes.
  • Help to organize teacher’s replacements, schedules and recruitment.
  • Handle sensitive information with confidentiality and professionalism.


  1. You act as a coordinator to:
  • Organize the various pedagogical councils.
  • Help to implement the different school trips and students exchanges.
  • Follow-up on students internships and orientation services.
  • Organize parents- teachers meetings.
  • Implement school contests and fairs.
  1. You contribute to the quality of the Internal/external communication by:
  • Writing the secondary school gazette.
  • Writing the guidance newsletter.
  • Updating the IFS website.
  • Managing the secondary school shared drive, documents archives,

      4. You will Support the Examination Process of the school by:

  • Liaising with families and third parties to organize certifications and diploma remittance.
  • Managing the organization of the end of year awards ceremonies and events.        

The Skills we are looking for:

●        Organization: Excellent ability to manage multiple tasks and prioritize effectively.

●        Communication: Strong written and verbal communication skills to interact with executives and stakeholders.

●        Fluency in French and English. 

  •     Being familiar with Google suite  

●        Problem-solving: Ability to anticipate needs and solve problems independently.

●        Time Management: Efficient in managing tight schedules and meeting deadlines.

●        Tech-savviness: Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace) and familiarity with project management tools.

●        Discretion and Integrity: Ability to handle confidential information with care and maintain professionalism.

The required qualifications:

●        Bachelor’s or Master’s degree is preferred.

●        At least 4 years of previous experience as an administrative assistant, secretary, or executive assistant.

●        Previous Experience in handling high-pressure environments and supporting C-level executives.

 

ASSISTANT(E) DE DIRECTION & COORDINATION DES EXAMENS AU SECONDAIRE (Collège et Lycée)

Vos principales responsabilités:

  • Agir comme point de contact principal auprès des interlocuteurs et parties prenantes internes et externes de l’IFS (professeurs, parents, personnels educatifs, prestataires de service etc…).
  • Assister les Proviseurs du Secondaire dans la gestion et l’organisation administrative de l’école.

1. Gérer le quotidien operationnel:

  • Coordonner et gérer le calendrier de l’école secondaire.
  • Planifier les rendez-vous, réunions et conférences.
  • Travailler de manière transverse avec les différents départements de l'école.
  • Assurer la continuité du service, l’articulation des differents projets et actions.
  • Rechercher et analyser les données facilitant la prise de décision.
  • Rédiger des communications telles que des rapports et mémos.
  • Organiser et préparer les réunions, y compris la réservation des salles, la préparation des ordres du jour et des minutes.
  • Aider à recruter, organiser les remplacements et les plannings des enseignants.
  • Gérer les informations sensibles avec professionnalisme.
  • Agir en tant que personne de confiance et maintenir la confidentialité des dossiers personnels ou stratégiques.

2. Agir en tant que coordinateur/trice pour:

  • Organiser les conseils pédagogiques.
  • Mettre en œuvre les différents voyages et echanges scolaires.
  • Assurer le suivi des stages des élèves et des services d'orientation.
  • Organiser les réunions parents-professeurs.
  • Participer a l’organisation des concours et des forums des metiers.

3. Contribuer à la qualité de la communication interne et externe en :

  • Rédigeant la gazette du secondaire.
  • Rédigeant la lettre d’information d’orientation.
  • Gérant le site web de l'école secondaire et les archives.

4. Contribuer a la mise en place du processus d’examens en :

  • Coordonnant avec les familles et les tiers.
  • Gérant l'organisation des cérémonies et la remise des prix de fin d’année.

Compétences requises:

  • Organisation : Excellente capacité à gérer plusieurs tâches et à prioriser efficacement.
  • Communication : Solides compétences en communication écrite et orale pour interagir avec les dirigeants et les parties prenantes.
  • Maitrise du Francais et de l’Anglais.
  • Etre operationnel sur Google suite.
  • Résolution de problèmes : Capacité à anticiper les besoins et à résoudre les problèmes de manière autonome.
  • Gestion du temps : Efficacite dans la gestion des calendriers serrés et le respect des délais.
  • Maîtrise des technologies : Maîtrise des logiciels de bureau (environnement Google) et familiarité avec les outils de gestion de projet.
  • Discrétion et intégrité : Capacité à gérer les informations confidentielles avec soin et à maintenir un haut niveau de professionnalisme.

Qualifications requises :

  • Diplôme de niveau BAC+2, de Licence ou de Master.
  • Expérience professionnelle préalable :
    • Au moins 4 ans en tant qu’assistant administratif, secrétaire ou assistant de direction.
    • Dans des environments de travail exigeants et avec des dirigeants de haut niveau.

 

                                          

 

                            

 

 

 


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