Executive Assistant to Head of School

Company Overview / Employee Value Proposition

One World International School, Singapore is a private, co-educational day school catering for students from Early Childhood 1 - Grade 12 (aged 3-18), following the IB PYP programme and the Cambridge International Examinations programme.

Job Summary

The Executive Assistant to the Head of School plays a pivotal role in ensuring the smooth operation of the School office by providing high-level confidential administrative, organisational, and secretarial support. You will work autonomously to represent the Head of School and the School to internal and external stakeholders, driving operational efficiency and effective communication.

Responsibilities

• Manage the Head of School’s daily operations to ensure seamless office functioning and timely task completion
• Schedule and coordinate meetings, appointments, and calendars to optimise the Head of School’s time management
• Handle sensitive information with strict confidentiality to protect the School’s and stakeholders’ privacy
• Organise and maintain physical and electronic files and records for easy retrieval and compliance
• Coordinate staff events to foster community engagement and smooth event execution
• Maintain and update daily electronic documents on Google Shared Drive to ensure accurate and accessible records
• Prepare and format information for internal and external distribution, ensuring clarity and professionalism
• Record and produce accurate minutes of meetings to document decisions and action points
• Serve as the primary liaison between the Head of School and parents, facilitating clear and timely communication
• Collate, verify, and organise staff claims and reimbursements for the Head of School’s approval to ensure financial accuracy
• Supervise front office staff activities to maintain efficient and professional reception services

Required competencies and certifications

• Diploma or Degree in a related field
• Minimum 2 years of relevant experience
• Proficient command of English as quite a few parents speak english so need to communicate with them
• Proficiency in Mandarin is required to communicate with parents who can only speak Mandarin.
• Skilled in using email, Google Forms, and MS Office applications
• Ability to work independently with minimal supervision

Work Location: OWIS Punggol Campus