Executive Secretary

Hong Kong International School

Hong Kong
Permanent
Full-time

27 days ago

Provide secretarial and administrative support to the Principal and Associate Principals, supervises and manage the logistics of the annual MS PEAK (experiential learning) activities for all grades, coordinates and supports the smooth implementation of the new performance appraisal system and ensures the smooth and efficient running of the Middle School Office.KEY AREAS OF RESPONSIBILITY:Administrative Support :Provide timely and effective administrative support to ensure that the Principal and Associate Principals are kept well informed and prepared to perform their respective responsibilities. Ensure day to day operation of the Middle School Office runs smoothly so that needs of parents, students, faculty and staff are met. Schedule appointments and ensure the Associate Principals’ calendars are properly maintained and updated.Co-ordinate all MS PEAK logistics :Manage and maintain all logistics in the development of the MS PEAK program. Activities and responsibilities in the management of this program include but not exclusive of: Liaise with all travel vendors for the entire MS, collect, monitor and manage all forms and documents pertinent to the trips, registration, health records, travel documents, transportation requests and itineraries. Provide timely and detail information to all teachers of each PEAK activity including student lists, contact information, emergency data, health records, and itineraries. Includes the ordering and management of all ground transportation necessary to support the MS PEAK activities.PEAK Budget :Responsible for the collection and disbursement of all MS PEAK related finances including managing all PEAK related invoices, payouts, cash advances and monitor. Builds and manage the annual PEAK budget for the MS in collaboration with the Principal.Data Management:Responsible for the collection, management, preparation and presentation of targeted MS data. SASI management of all relevant data pertinent to the PEAK activities and experiences. Regular data entry, review and documentation and distribution of the PEAK information necessary to support the PEAK work of the teachers and administration.Publications:Co-ordinate the production of, as well as review, update and edit brochures, websites and other communication tools such as the MS PEAK Handbook and other publications to ensure that information is accurate, clearly presented and completed within established time frames. Ensure regular, timely and accurate information regarding all PEAK activities and trips so the MS community is kept well informed. Responsibility, in collaboration with the Principals, for the creation and development of all standardised forms and communicative tools related to the MS PEAK experience. Collect feedback on and materials for the student planner; work with the printer to produce a planner that meets student needs in 2006-2007. Collect feedback for and revise After school activities brochure for 2006-2007.Performance appraisal:Co-ordinate and support the performance appraisal work of the Associate Principals in order to ensure the smooth and thorough implementation of the new PA system; maintain observation and meetings calendars for the Associate Principals, communicate with teachers and teams; collect data; answer queries related to the PA system. Co-ordinate with the other Executive Secretary to monitor the collection of performance appraisal data on the Explorance Blue software.Event Organization and Planning:Plan and organise school-wide events such as Parent Night, Parent-Teacher conferences and PEAK information sessions, liaising with various departments and personnel to ensure proper arrangements are made and the function runs smoothly.Communication:Responsible for the primary and general communicative link for all PEAK trip leaders, vendors, and families regarding required data and information in a regular and timely manner. Primary liaison between school and parents regarding general PEAK inquiries prior to the execution of the trip and activity.Other:

Serve as a conduit between faculty and administration, using sound judgement and initiative to resolve issues. Assisting administration with emergency planning and preparation including liaising with HOS office and outside agencies where necessary.
Undertake other duties and functions as required that will impact and strengthen the contributions of the department and overall operations of the school.

MINIMUM REQUIREMENTS AND QUALIFICATIONS:Education:

Completed secondary education
Secretarial training or relevant experience

Experience:

5 years secretarial experience with executive level responsibilities.

Required Skills:

Strong organizational skills
Strong interpersonal skills
Proven team player
Effective office management skills
High level of initiative and independence
Strong working knowledge and skill in using Microsoft office applications as well as other database applications and web page management tools.
Technology skills sufficient to learn other software and systems including the student management system SASI and the PA tool Explorance Blue.
Excellent spoken and written English and Cantonese.

Child Protection Statement:

At HKIS, each child’s welfare is paramount. We act to ensure that our students enjoy the right to be protected from harm and exploitation and have their welfare safeguarded.

We invite you to learn more about our school and discover for yourself career opportunities in our remarkable HKIS community at www.hkis.edu.hkInterested candidates please forward your updated resume together with a cover letter and references to APPLY NOWWe look forward to hearing from you!All applications applied through our system will be delivered directly to the advertiser and privacy of personal data of the applicant will be ensured with security.

CTgoodjobs

Apply Now