Personal Assistant to Head of Elementary

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NIST Child Protection SafeguardingIn line with international standards, NIST maintains strong child protection policies and procedures. All applicants are screened to ensure that they meet the legal and ethical requirements for employment in Thailand, and our school strives to provide a safe, secure environment for all students.

 

Overview

The Personal Assistant to Head of Elementary is responsible for the development, coordination and performing the secretarial and administrative duties in support of the Head of Elementary and the Elementary Office. The successful candidate will be expected to carry out the duties indicated in the position description below.

 

Main Responsibilities

  • Support and work as directed by the Head of Elementary
  • Oversee the smooth running of the Elementary Office to direct the work of the administrative assistants and elementary secretaries, ensuring that they are appropriately trained in all key systems and procedures
  • Liaise with other school departments such as Purchasing, Admissions, Property, IT, Catering, etc.
  • Maintain confidentiality and not disclose to any third party, unless in the furtherance of the responsibilities inherent in the position, any information acquired in the exercise of duties
  • Manage the elementary professional development (PD) bookings and personal PD requests for elementary staff
  • Oversee the work of the teaching assistants in the absence of the ELT

 

Specific Tasks

Office systems

  • Manage the ELT calendars
  • Arrange appointments for and with the Head of Elementary
  • Maintain and continue to develop efficient filing systems
  • Ensure efficient management of student report cards
  • Ensure efficient use of Veracross data system to support the Elementary School (input data and run queries as required)
  • Develop database systems as required
  • Maintain Elementary Office stationery supplies through the Purchasing Department
  • Support budgeting requests for ELT

Support Tasks

  • Welcome parents and visitors and to assist with parents, student and teacher requests
  • Facilitate parent and staff workshops and meetings
  • Provide secretarial and clerical assistance to the Head of Elementary
  • Word process routine correspondence
  • Prepare and update computer files of information materials such as handbooks
  • Assist in the preparation of purchasing
  • Take minutes and act as a translator when required

Student-Related Tasks

  • Produce documentation as requested to support entry and withdrawal of students
  • Print computer-based student reports as directed by Head of Elementary
  • During emergency procedures, perform duties as specified in the Elementary School Staff Handbook
  • Generate and distribute student handover notes to teachers

Communication

  • Ensure staff duty roster is updated and communicated
  • Maintain a positive and welcoming environment within the Elementary Office area
  • Has overall responsibility for students, staff and parent notices on the school portal
  • Ensure that elementary school events are noted on the website calendar
  • Facilitate the organization of parent conferences
  • Act as an interpreter, when needed, for communication throughout the elementary school
  • Contact parents as needed

Liaison

  • Liaise with the PA of the Head of Secondary to ensure consistency of operation and good practice throughout the school
  • Liaise with the PA to the Head of School and the PA to the Head of Operations
  • Assist the whole-school administration, on occasions, with special administrative tasks associated with bulk mailing and distribution of materials to students and parents

 

Qualifications

  • Bachelor’s degree in any related field
  • Minimum of five years of experience in administrative or secretarial area preferably in education sector
  • Ability to handle multiple tasks/projects at the same time in a fast-paced work environment
  • Good leadership skills with a high level of confidence
  • Good communication and interpersonal skills
  • Detail-oriented problem solver with good task prioritization
  • Patience, service mindset and a positive attitude
  • Fluent in both written and spoken English
  • In-depth knowledge of Microsoft Office, including but not limited to: Word, Excel and PowerPoint
  • Able to work individually or as a team member

 

How to Apply

Interested applicants are invited to apply by sending a letter of application, a full resume indicating qualifications and experience, and a recent photograph to the recruitment team at employment@nist.ac.th.

Please be noted that only shortlisted candidates will be contacted.

 

To apply for this job email your details to employment@nist.ac.th

Apply using webmail: Gmail / AOL / Yahoo / Outlook