On behalf of one of its clients in the education field the French Chamber of Commerce in Singapore is recruiting an Executive Assistant.

The Executive Assistant supports the Directors in coordinating managing and organizing the administrative operations required to ensure the efficient day-to-day running of the Elementary School.

RESPONSIBILITIES

• Welcome and assist parents teachers students and other stakeholders in person by telephone and via email.
  
• Coordinating calendars and managing requests from parents teachers and students.
  
• Preparing and distributing communications to the school community (memos information notices letters emails dashboards etc.) in both English and French.
  
• Organising pedagogical board meetings monitoring attendance preparing meeting minutes and distributing reports as requested by the Leadership Team.
  
• Maintaining regular communication with administrative departments and the pastoral care team.
  
• Supporting the planning coordination and promotion of educational projects across the school.
  
• Managing the preparation and publication of the weekly Teachers Gazette including compiling editing formatting contributions from various departments and producing additional content when required.
  
• Coordinating and updating the annual school calendar.
  
• Drafting reviewing and updating departmental procedures.
  
• Organising the logistics for Elementary School meetings.
  

• Coordinating student enrolments arrivals and departures.
  
• Requesting student records (school reports PPS PAP and other official documents) from previous schools for newly enrolled students.
  
• Managing the preparation and distribution of semester report cards.
  
• Assisting with the administrative organisation of school trips and educational visits.
  
• Coordinating preparations for welcoming new families.
  
• Monitoring and following up on class budgets.
  

• Welcoming new substitute teachers introducing them to school procedures and providing an orientation of the campus.
  
• Coordinating teacher absences and replacement arrangements including preparing documentation organising onboarding providing teaching materials creating email accounts and communicating with the department and teaching staff.
  
• Informing families of schedule changes and coordinating timetable adjustments when necessary.
  
• Maintaining and updating departmental databases monitoring systems and administrative software.
  

Requirements

• 2 years of validated higher education in management assistance or equivalent is required
  

• Former experience in management assistance
  

• Proficiency in Google Suite
  

• Experience in handling customer relations
  

• Good communication skills (working closely with the administration management educational and general departments)
  

• Precision sense of organisation and efficiency
  

• Ability to work in a team
  

• Sense of diplomacy
  

• Proficiency in French is a plus to liaise with the team
  

• An experience in the school environment would be ideal