Administration Manager And Executive Secretary

Administrative & Office Management
People Management
● Build an administrative support team culture
● Monitoring and supporting all personal assistants reception / secretarial / administrative support staff
● Provide customer service and systems training to the PA, receptionists and secretaries for the whole school
● Manage the holiday requests of reception staff to ensure that the reception is appropriately staffed during holiday periods, and peak times e.g. when examination results are released.
● Providing administrative support to staff within the school as necessary and distributing work to the reception/admin staff as necessary.
● Report updates and changes from both schools to HoS and Director of Community & Global Engagement
Community
● Ensure excellent customer service is provided to all stakeholders (parents, students, staff and community).
● Provide support to the on-going development and maintenance of information/data on the school's website, other electronic platforms and electronic communication tools, taking a leading role in named aspects.
Brilliant Basics
● Ensure the smooth running of the school offices are maintained, particularly during periods of staff absence; be responsible for the delegation of general administrative duties including word processing, photocopying and in the absence of the receptionist postal duties; be responsible for ensuring that an effective reception and switchboard service is provided.
● Ensure that the school operates appropriate safeguarding procedures for entry of visitors to the school;
● Ensure that the reception area is kept clean and tidy, with no files or stationery visible to the public, and adopting a clean desk policy at the end of the working day.
Executive Secretary to the Head of School / Managing Director
General Activities
● Maintain shared calendars: appointments, meetings, events, daily activities and transport etc
● Anticipate Head of School needs and notify responsible parties
● Arrange lunch, coffee for Head of School and visitors as requested;
● Schedule appointments for HoS e.g. exit interviews, new hire reflection and connection meetings
● Draft the team dates / calendar for HoS
● Support Admissions staff with Head of School's stamp of signature for students SOE
● Prepare surveys sent to staff, parents as assigned occasions, keep records of the survey results
● Book airlines, reserve accommodation, arrange transportation, collect necessary information and make travel packages for the travelers;
● Prepare POs, proceed reimbursement for Head of School
Communications
● Screen phone calls, enquiries and requests and handle them as appropriate;
● Deal with incoming letters, emails, faxes, and post, regular correspondence on behalf of the Head of School
● Receive, screen and classify documents before submitting them to the Head for their approval;
● Prepare meeting agenda, minutes, presentation and reports as required.
● Explain/ brief the Head of School / Managing Director with special documents and documents which are written in Vietnamese;
● Translate the Head of School communications
● Translate letters and memos in and out and interpret for non-English speaking visitors;
● Convey information from the Head of School / Managing Director to outside agencies and vice versa;
● Liaise with bodies in the school (PTO, Health and Safety Committee, Departments) and contact external organizations/ companies when requested;
Events
● Oversee the organization of events and wellbeing initiatives hosted by Head of School/ Deputy Head
● Facilitate in collaboration with the Events and Community Outreach Manager whole school meetings/ professional learning / events/ parties chaired by the Head of School
● Arrange business and non-business activities (Head, MD , Deputy Head, Visitors)
● In collaboration with the Special Projects Coordinator & Events & Community Outreach Manager be responsible for the logistical arrangements for CIS/ ECIS/ NEASC/ IB Visits;
● Prepare cards, arrange flowers, gifts for staff on their birthday, special occasions, leaving staff at the end of school year;
● Arrange logistics such as: workshop materials. organizing lunch, dinner, trips; during New Staff Orientation weeks and whole school meetings, PD days
Health & Safety / Emergency Response
● Organise the Health and Safety Committee meetings and maintain minutes and follow up actions
● Assist the Head of School / Managing Director and Deputy Head in emergency response situations;
● Maintain emergency contact information for staff, phone trees and undertake emergency phone tree testing
● Be able to use the emergency response system and auxiliary equipment (need to maintain training with the emergency system);
● Manage and distribute lanyards, badge holder for whole school