Executive Assistant to the Head at St Stithians College

Requirements

The requirements for this position are:

• Secretarial Certificate / Diploma or equivalent
• Minimum 5 -7 years working experience, with at least 3 years in a similar position working with an executive leader 
• Experience in working in an educational institution would be a distinct advantage
• Advanced working knowledge of Microsoft Office (Outlook, Excell, PowerPoint, and Word)
• Minute taking and meeting scheduling experience is essential
• Excellent command of English (verbal and written communication) is essential
• Exceptional planning and organisational skills, with attention to detail
• Excellent one-on-one problem solving and collaboration skills
• High levels of integrity and confidentiality together with emotional maturity and a professional work ethic
• Mature, empathetic, and professional in dealing with staff and parents
• Ability to work in a team
• Ability to multi-task and provide full administrative support to the Head and other members of the operations management team
• A confident individual who is responsible and able to work under pressure and handle high work volumes
• Demonstrated ability to prioritise, take initiative and work independently
• Flexibility to work outside of normal office hours when required
• Punctual, dependable and trustworthy
• Promoting the values, Christian ethos and mission of the College, as well as participating in the broader life of St Stithians College

Responsibilities include but are not limited to: 

• The administration and daily functioning of the office of the Head, and responding to correspondence on behalf of the Head
• Diary management and co-ordination including meetings and appointments
• Filling Management (Head’s Office, Department Filling - Electronic and Hard Copy)
• Handling and screening of telephone calls, emails, and face-to-face queries from parents, staff, and the public
• Fleet Administration (Licensing of College Vehicles, Fuel Account Management, Vehicles Records and Processing of Payments)
• Handling a wide range of information, some of which requires a dedicated level of confidentiality
• Head’s office administration – Credit Card Purchases and Monthly Reconciliation, Travel Arrangements and Internal Meetings Co-ordination,
• Administration and Processing of Insurance Claims and Fines
• Drafting of reports, communique, and correspondence on behalf of the Head
• Secretary of the Planning and Development Committee (Committee Administration, Minutes, Bookings and Coordination)
• PV Plant Administrator (Record keeping, Monthly Reconciliation, and PPA Support)
• Interacting with parents, staff, alumni, and the broader Saints community ensuring high levels of diplomacy, tact, and respect in all interactions