Personal Assistant to Principal, West Island School

West Island School is seeking a Personal Assistant to the Principal to start from April 2024 on a full-time basis. This is a permanent full-time position with Annual Leave and Medical Coverage benefits.

KEY RESPONSIBILITIES:

• Secretarial and administrative duties including - Filing, Handling correspondence, minutes, notes, draft emails/documents and maintaining files/records of confidential matters
• Manage the Principal's calendar, schedule and coordinate appointments and meetings.
• Serve as a contact between Principal and staff, parents, students, PTA, ESFC, government bodies, NGOs or commercial organisations.
• Screen and prioritise phone calls, emails and handle inquiries and requests, and support with presentations.
• Staffing matters including appointments, staff contract correspondence, interview schedules, liaising with the HR department on staffing matters
• Support school admissions where required
• Prioritise tasks, set reminders and deadlines, ensure that appointments and deadlines are met, coordinate and manage assigned projects, track progress and assist in preparing reports and presentations.
• Organise travel arrangements, including flight bookings, accommodation, transportation, coordinate itineraries, travel and visa arrangements, and logistical support.
• Organise events or functions assigned, including venue booking and setup, guest list and refreshment preparation.
• Arrange schedules and attend school council or committee meetings: venue set up, minutes taking and meeting records keeping, handle meeting communication, correspondence distribution, managing membership record
• Ensures all documents are prepared with accuracy, and in a timely manner in appropriate ESF style and format.

Performs other duties and assumes accountabilities as apparent or as delegated, including mutually agreed-upon objectives.

Reporting to

• School Principal

REQUIREMENTS:

Qualifications & Experience

• Secretarial / Office Administration course or equivalent
• At least 7 years of secretarial or administrative experience in a medium to large organisation.
• Previous experience of working in an educational setting would be an advantage

Ability & Knowledge

• Excellent organizational and time management skills to manage multiple tasks, appointments and deadlines effectively
• Outstanding interpersonal skills and a strong ability to build and maintain relationships essential for effective communication and collaboration
• Resourceful, proactive and able to find practical solutions to solve problems
• Strong communication skills with a good command of written and spoken English and Chinese (Cantonese highly desirable / Mandarin desirable)
• Excellent computer skills, proficient in Google Suite Applications, Microsoft, Acrobat, & Adobe
• Ability to work independently with minimum supervision and as a team player
• Ability to work under pressure and meet deadlines

Competencies

• Effective team player works well with diverse groups to achieve common goals
• Clear and engaging communicator, adept at conveying complex information
• Strong problem-solving skills and a focused mindset
• Skilled at managing multiple tasks and projects efficiently and effectively
• Dedicated to delivering exceptional service with strong interpersonal skills
• Be proactive and use initiative.
• A friendly, approachable manner in relation to staff & student users is essential

Applicants must be a permanent Hong Kong resident or possess a valid visa to work in Hong Kong.

Applications will be reviewed on a rolling basis and offers may be extended prior to the job closing date. We strongly recommend early applications as we reserve the right to appoint candidates earlier than the closing date.

For enquiries, please contact Rathi NandaKumar @ 28191962

Applications will be reviewed on a rolling basis and offers may be extended prior to the job closing date.

By applying for this position, your application may be considered for other opportunities within ESF.

ESF is an Equal Opportunities Employer

The English Schools Foundation (ESF) is fully committed to providing equal employment opportunity. ESF will not discriminate on the basis of age, race, colour, gender, marital status, sexual orientation, gender identity, pregnancy, national origin, religion, veteran status, physical or mental disability, genetic information, creed, citizenship or any other status protected by local laws or regulations.

Personal data provided by job applicants will be used strictly in accordance with the ESF's Personal Data Policy, a copy of which will be provided upon request.

Aligned with the recommendations of the International Task Force on Child Protection, we hold ourselves to a high standard of effective recruiting practices with specific attention to child protection.

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ABOUT THE TEAM

West Island School is a world class co-educational IB World School with a leading reputation in Hong Kong. Our school motto “Strength from Diversity” reflects that the school caters for students from over 40 nationalities. The school has a strong focus on developing responsible global citizenship teaching through the UN Sustainable Development Goals. Courage, compassion and service beyond the classroom define our students. We have a reputation for academic excellence and the vast majority of students graduate to a range of leading worldwide universities after completing the IBDP or IBCP programme. In 2020, our average score for the IB Diploma was 37, and 29% of students achieved 40 points or more. Extracurricular activities are offered termly through an extensive CAS programme (Community, Activity and Service). We have a strong focus on pastoral care to support the whole development of young people.

http://www.wis.edu.hk