Personal Assistant to Director

Essential Requirements

A suitable candidate for this position will be an effective communicator, logical, highly organised, present a professional image and demonstrate an active involvement in the school.

• Outstanding organisational ability and attention to detail 
• Interpersonal and relationship building skills 
• Excellent communication skills, both oral and written 
• Absolute discretion, confidentiality, flexibility and reliability 
• Energy, commitment, resilience, integrity, good humour 
• Broad and nuanced understanding of the school’s structure, processes and ethos
• Calm under pressure, effective and gracious even when dealing with difficult people and situations 
• Able to manage competing demands, balance conflicting priorities and negotiate workable solutions and timeframes whilst maintaining focus, speed and accuracy
• Able to use initiative, be decisive and authoritative 
• Able to work effectively as part of a team as well as act autonomously and maintain a discreet distance as required by circumstances 
• Appropriate technological skills including advanced knowledge of Microsoft Office 

Responsibilities and Expectations

The primary function of the Personal Assistant to the Director is manage the day to day functions of the Director and provide high level administrative support. Given the breadth of the Director’s role, this entails a wide range of responsibilities and demands flexibility and commitment to superior outcomes. The Personal Assistant to the Director plays a key role in representing the school to stakeholders and the wider community.

General administrative and secretarial support

• Provide high level administrative and secretarial support to the Director
• Manage the Director’s calendar and scheduling, assessing meeting requests, prioritising matters of urgency and redirecting matters as appropriate. Use discretion, diplomacy and initiative to prioritise and manage enquiries, requests and complaints
• Manage email, mail and telephone correspondence in a timely manner 
• Assist Director with any tasks arising from mail 
• Prepare draft correspondence on behalf of the Director, with particular attention to the timely processing of requests for leave of absence 
• Prepare letter responses to parents as directed by Director
• Attend to confidential correspondence 
• File documentation and papers as required 
• Ensure that the administration of the school functions effectively to support the educational program
• Maintenance parent/student records and associated correspondence; maintain confidential correspondence for the Director as required

Meetings and Functions

• Ensure that the Director has relevant files and information for meetings 
• Attend and minute meetings of the Director
• Some meetings may, with notice, take place out of hours. 
• Ensure items from meetings are actioned in a timely manner 
• Co-ordinate and oversee functions and events hosted by the Director
• Organise all arrangements and associated documentation for the Director's travel, conferences and attendance at meetings 
• Arrange meetings for the Director and guests, including travel logistics, room bookings, catering and technology. 
• Produce, distribute, manage and file agendas, minutes and other documentation for meetings. 
• Manage records and files with accuracy and efficiency. 
• Ensure that applicable action items from meetings are followed up in a timely fashion by the Principal or on her behalf.

Human Resources 

• Manage the recruitment process and prepare all HR related paperwork 
• Provide administrative support to the Executive Team for the staff appointment process 
• Maintain staff records including staff files, management of leave requests and record keeping of Human Resource matters

Others

• Work closely and effectively with the Director to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the Director updated. 
• Liaise effectively with other team members, especially members of the Executive.
• Build strong relationships to support effective management and decision-making.
• Foster a positive relationship with the school and local community 
• Ensure Director’s Workload is managed 
• Carry out other personal duties as required by the Director