Executive Assistant to Senior Management Team

1.1 The Executive Assistant (EA) to the Senior Management Team (SMT) is appointed by and reports directly to the Head of School (HoS).

1.2 The role exists to enable the effective functioning of the Head of School and the SMT by providing high-quality executive, administrative, and coordination support of a responsible, professional, and confidential nature.

1.3 While the primary support is to the Head of School, the EA will also provide structured and prioritised support to other SMT members, as directed by the Head of School.

1.4 The role functions as an enabler of leadership effectiveness and operational coordination and does not carry independent decision-making authority on behalf of the SMT.

The Executive Assistant to the SMT is expected to:

2.1 Demonstrate a strong commitment to the school's philosophy, mission, vision, identity, and core values.

2.2 Act with discretion, professionalism, and integrity at all times, particularly when handling sensitive or confidential information.

2.3 Maintain effective working relationships with members of the SMT, Educational Leadership Team (ELT), faculty, staff, parents, and external stakeholders, as appropriate.

2.4 Communicate clearly and effectively across multiple constituencies.

2.5 Remain familiar with the operational practices, priorities, and expectations of the school.

2.6 Keep abreast of the competencies and skills required for the role and seek continuous improvement.

2.7 Adhere to all school policies, procedures, and guidelines.

2.8 Attend meetings as required by the Head of School, Business Manager, and SMT.

• Manage the Head of School's calendar, appointments, and scheduling, including corporate and casual meetings.
• Prepare daily activity schedules and collate documents requiring review or signature by the HoS.
• Draft, prepare, and manage correspondence on behalf of the Head of School to faculty, staff, parents, and external stakeholders.
• Receive, screen, prioritise, and appropriately redirect messages and communications.
• Assess urgency and priority of matters and ensure the HoS is equipped with relevant background information and documentation in a timely manner.
• Communicate the HoS's instructions or decisions to individuals and departments and follow up to ensure closure.
• Coordinate inputs from relevant stakeholders to support the development and review of school policies.
• Proofread and edit policy documents to ensure clarity, consistency, and adherence to established formats and standards.

• Provide administrative and coordination support to SMT members, as directed by the Head of School.
• Act as a coordination point for teachers and staff in relation to SMT-led processes, facilitating engagement with relevant departments (e.g., Accounts, Transport, HR).
• Schedule and support SMT and ELT meetings, including agenda preparation, minute-taking, and action tracking.

• Prepare Monthly, Quarterly, and Annual Governing Council (GC) reports for the Head of School.
• Maintain trackers and collate evidence for:
• Head of School goals
• Annual Action Plan goals
• Strategic Plan initiatives
• Attend key HoS meetings, record minutes, and monitor follow-up actions.
• Administer surveys and feedback mechanisms to support HoS-led reviews and decision-making.
• Create and maintain the School Community Calendar.

• Coordinate approvals for travel, tickets, and official SMT/ELT movements.
• Liaise with Accounts and external agencies for payments related to workshops, hotels, travel, and events.
• Submit bills with appropriate approvals and documentation to Purchase and Accounts.
• Process purchase requests raised by or on behalf of the HoS and track HoS-managed budgets.
• Organise and coordinate recruitment trips for ELT members, including travel, accommodation, and documentation for job fairs.

• Track candidate applications via Search Associates, Teacher Horizons, and GRC, maintaining updated spreadsheets.
• Ensure Employment Forms of shortlisted candidates are signed off at appropriate stages of the offer process.
• Conduct verbal reference checks for shortlisted candidates on behalf of the HoS.
• Act as the single point of contact to facilitate HoS signatures during annual faculty contract and addendum renewals.
• Manage logistical arrangements for all HoS-led meetings and events.
• Collate data and produce reports on teacher attendance and punctuality for the HoS

• Support collaboration with Embassy Group and other external partners in alignment with school priorities
• Coordinate interactions between the school and relevant Embassy Group verticals, ensuring timely follow-ups and documentation
• Manage and facilitate communication between the school and the Embassy Arts and Cultural Centre on behalf of the Head of School (HoS)
• Track progress and updates related to Embassy Education infrastructure projects and prepare summary inputs for the HoS
• Coordinate logistical arrangements and documentation for the school's Accreditation reviews and IB Evaluation visits
• Support and manage external partnerships linked to the HoS's office, including scheduling, coordination, and record-keeping

Admissions & Marketing

• Collate and curate narratives for HoS communications, including weekly staff notes, parent communications, Tiger articles, and other school publications.

Facilities & Infrastructure

• Track facilities and infrastructure updates and flag progress, delays, or risks to the HoS.

Food Services

• Collaborate with the Head Chef and Chair of the Cafeteria Committee to provide consolidated feedback to the HoS.

Boarding

• Track boarding-related facilities updates and communicate developments or delays to the HoS.

Whole-School Sports

• Provide logistical support for sports trips and events, as required.
• Schedule HoS attendance at sports, arts, and technology events and collate visuals and details for communication purposes.

Transport

• Coordinate with the Transport Department on official SMT and ELT travel plans during the academic year.
• Coordinate official airport pick-up arrangements for SMT and ELT members, including incoming expat new staff, in line with approved schedules.

Desired Skills and Experience:

• 68 years of relevant experience in similar roles involving coordination, documentation, and team support.
• Excellent verbal and written communication skills in English; proficiency in additional local languages is an advantage.
• Strong organisational and time-management skills, with the ability to manage multiple priorities efficiently.
• High level of technological competence, including comfort with social media platforms and digital tools; ability to work with speed and accuracy.
• Candidates with prior experience supporting or working closely with multiple Directors or Senior Leadership within an organisation will have a clear advantage.
• Proven ability to collaborate effectively with a wide range of stakeholders and cross-functional teams.
• Demonstrated ability and willingness to learn, adapt, and take on new responsibilities.
• Prior experience working in educational organisations or similar institutional settings is preferred.
• Experience providing administrative and operational support to teams.

The Job Description is a guide only and is not intended to be an exhaustive or exclusive list of

duties of this position. It is subject to review and modification by the Head of School at any time in response to the changing needs of the school.