Provide administrative and reception support to the Elementary School Leadership Team: manage calendars, communications (English/French), meetings, student records/enrolments, report cards, school trips, teacher onboarding, departmental procedures, databases, and weekly school publications. Coordinate with parents, staff, and departments to ensure smooth day-to-day operations.
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.
1- Reception and Administrative Support
- 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 Teacher's 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.
2- Student Administration
- 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.
3- Departmental Administrative and Educational Support
- 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
French Chamber of Commerce in Singapore Singapore Office
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