Personal Assistant to Head of Secondary

Share this articleShare on FacebookTweet about this on TwitterPin on PinterestGoogle+
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.

 

Job Description

Main working relationships:

  • Head of Secondary School
  • Senior Leadership Team (SLT), PA to Head of School, staff and parents

Overall Role

  • Act as personal assistant to the Head of Secondary
  • Manage the schedule of the Head of Secondary and the SLT
  • Oversee the secondary school office calendar of events
  • Ensuring the smooth operations of the secondary school through pre-emptive diligence and use of initiative

Specific Tasks

  • Maintain and update secondary school calendar in Veracross (student information system)
  • Keep a record of teachers’ professional development (PD)
  • Monitor all online PD requests, print out documents for SLT approval, and update statuses accordingly
  • Raise purchasing requests for secondary office
  • Manage all budget allowances for secondary school
  • Administer secondary school notices as required by the Head of Secondary, SLT and staff
  • Assign and update classrooms for teachers (in Veracross) when finalized by the Head of Secondary or SLT
  • Manage and update all secondary group mails in active directory
  • Maintain and update secondary staff list and team leaders list
  • Maintain and update lists of secondary classroom numbers, telephone extensions and floor plans
  • Update records of all secondary school staff leavers and new staff for next academic year
  • Update staff attendance sheets for PD days
  • Update the label of secondary school mailbox
  • Maintain records of graduation hats, gowns and other items to be used in the graduation ceremony
  • Schedule yearly Snackfest with each department
  • Order new business cards for SLT or some teachers (upon request)
  • Assist in setting up SLT and secondary school events/meetings by:
    • Adding events in the Veracross calendar
    • Booking venues
    • Complete catering request form for food and beverage
    • Liaising with the Property Department for room setup and arrangement, and with the IT Department for screen and projector setup
    • Liaising with the Materials & Logistics Department to arrange transportation, including the shuttle bus service to transfer parents to/from NIST
  • Make signage
  • Assist in organizing major secondary school events, including:
    • Graduation ceremony: adding the event in the Veracross calendar; preparing all documents; printing and framing awards, graduation tickets and pamphlets; organizing hoods, gowns, GCD cords; overseeing presentations; and liaising with the Property Department for logistics
    • MYP completion ceremony: adding the event in the Veracross calendar; booking the venue; liaising with the Property Department, IT Department and music team in setup; presenting certificates on stage; and liaising with the Catering Department for refreshments
  • Provide printouts of teacher planners and liaise with Purchasing Department to order MYP & DP student planners on a yearly basis
  • Assist parents, students and teachers as required
  • Set up appointments and meetings as required by SLT and teachers
  • Assist in preparing or translating documents as required by SLT and teachers
  • Support daily student attendance checking as required
  • Request student ID cards
  • Send courier mail (e.g., DHL and FedEx)
  • Manage and replenish office stationery and supplies for secondary school
  • Operate CCTV as requested by SLT
  • Check support staff attendance during drills
  • Assign and order house shirts for new secondary school teachers
  • Take minutes and convey key information to maids and other support staff as required
  • Assist in photocopying and laminating as required

Qualifications

  • Bachelor’s degree in any related field
  • Minimum of five years of experience in administrative or secretarial role, 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, flexibility 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
  • Willing to seek guidance and support as required/desired
  • Training will be given to the successful candidate in areas where required

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