Executive Assistant to the Principal

ROLE SUMMARY

The Executive Assistant to the Principal is responsible for supporting the Principal and Business Manager with administrative and secretarial aspects of their work. This role requires a high degree of accuracy, accountability, attention to detail and confidentiality.

 

AREAS OF ACCOUNTABILITY

• Administrative Support
• Communication Management
• Meeting Coordination
• Document Management
• Event Planning
• Staff Matters
• Parent and Community Relations

 

KEY INTERNAL RELATIONSHIPS

• Staff
• Students
• School Council

 

KEY EXTERNAL RELATIONSHIPS

• Parents
• Regulatory Bodies (as required)

 

KEY FORUMS / MEETINGS

• Leadership Meetings
• Educational Leadership Meetings
• Consultative Committee Meeting

 

ADMINISTRATIVE SUPPORT

Provide organisational support to the Principal by

• providing executive and administrative support to the Principal and Senior Management Team
• engage with individuals at all levels across the School and externally, with the confidence and ability to deal with a variety of queries and issues as the primary point of contact for the Principal
• managing the Principal’s schedule,, including appointments, meetings, and events, ensuring the Principal is well-organised and available for crucial meetings and tasks
• managing the day-to-day correspondence and preparation of letters, emails, reports, presentations and material as required including those relating to Board matters and external authorities
• organising travel arrangements and conference registrations for the Principal as required
• maintaining relevant checks for teaching and non-teaching staff including Working with Children Checks, Police Checks and VIT registrations
• assisting the Business Manager with the collection of risk assessments for camps and internal and external excursions

 

COMMUNICATION MANAGEMENT

Manage the Principal’s communication by

• drafting, reviewing and managing correspondence on behalf of the Principal, including emails and letters
• Handle incoming correspondence, ensuring that the Principal responds to important messages in a timely manner

 

MEETING COORDINATION

Manage the Principal’s diary including

• Scheduling or arranging meetings for the Principal including booking meeting rooms, collating agenda items, distributing materials and following up action items
• Organising catering for meetings where required

 

DOCUMENT MANAGEMENT

Maintain staff records including

• Creating and maintaining accurate and up to date records for all employees, including personal information, hiring documents, performance evaluations, and disciplinary actions
• Liaise with the relevant senior management team members to create and update job descriptions for all positions within the School, ensuring they accurately reflect the responsibilities, qualifications and requirements of each role
• Preparing and managing documents related to employee terminations including exit paperwork
• Archiving and retrieval of past employee records

 

EVENT PLANNING

Plan and coordinate school events / functions organised through the Principal’s Office ensuring they run smoothly and are well-attended. This includes booking venues, catering, sending out invitations, formulating the program, coordinating speakers, managing RSVPs and special guests, among other things.

 

STAFF MATTERS

Assist with staffing matters including

• acknowledging all applications for vacant positions, scheduling recruitment interviews, and emailing unsuccessful candidates
• preparing and organising all necessary documents for new employees, including employment contracts and related paperwork
• monitoring the use of Folio Collaborative including reminding supervisors each term to conduct employee meetings and assisting the Principal and Business Manager with their Folio Collaborative check-ins
• onboarding and providing support to staff as required

 

PARENT AND COMMUNITY RELATIONS

Serve as a liaison between the school and parents, community members and other stakeholders, addressing concerns, and fostering positive relationships.

 

EXPERIENCE AND SKILLS

The Executive Assistant to the Principal is a role that requires the ability to perform highly skilled administrative work of a confidential nature.

This role requires

• Strong organisational skills: The ability to manage multiple tasks, prioritise responsibilities, and maintain a well-organized schedule for the Principal is crucial.
• Excellent communication skills: Effective written and verbal communication is necessary for drafting correspondence, coordinating meetings, and serving as a liaison between the Principal and various stakeholders.
• Attention to detail: Ensuring that all tasks are completed accurately and thoroughly requires a keen eye for detail
• Time management: The ability to manage time effectively and meet deadlines is essential as the role often handles multiple tasks simultaneously.
• Problem-solving skills: The capacity to identify issues, analyse situations, and develop practical solutions is important for addressing challenges that arise in a school environment.
• Discretion: An executive assistant should maintain confidentiality and discretion when handling sensitive information or dealing with delicate situations.
• Proficiency in technology: Familiarity with various software including Google suite and MS Office applications, and communication tools is essential for managing tasks, organising information, and staying connected with staff and stakeholders.
• Team player: An executive assistant should work well with others, support the principal and staff, and contribute to a positive and collaborative work environment.

 

EDUCATION AND QUALIFICATIONS

The applicant will require a recognised university or TAFE qualification in administration (or equivalent) and at least three years of relevant experience.

Experience as an administrative assistant or personal assistant, preferably within a school or educational setting is desirable but not essential. A Working with Children Check is required.

 

PERSONAL QUALITIES

The successful candidate will have:

• A commitment to the Preshil Values Framework
• A willingness to promote the ethos of the School as established in the “Courage” document, the International Baccalaureate Organisation and the School’s Strategic Plan
• A willingness to innovate and encourage the development of creativity.
• Well-developed communication (written and verbal) and interpersonal skills that contribute to open and productive working relationships with internal and external stakeholders and the wider community.
• Must be able to demonstrate an understanding of appropriate behaviours when engaging with children.
• Ability to self-manage and manage staff whilst maintaining the highest standards of integrity, professionalism, and confidentiality; and
• Willingness to participate in all aspects of the Preshil community, including co-curricular activities such as festivals and open days.

 

CONDITIONS OF EMPLOYMENT

• Preshil is an Equal Opportunity Employer and is committed to and values diversity, equity and inclusion.
• At Preshil School we have zero tolerance for child abuse and are committed to acting in children’s best interests and keeping them safe from harm. All staff are to abide by the Child Safety Code of Conduct.
• All children attending Preshil have a right to feel and be safe. The welfare of the children in our care will always be our priority. Preshil is committed to the principles of cultural safety and inclusion of children from diverse backgrounds and to the safety and inclusion of children with disability, and we recognise that these principles support the safety of all children. All actions and programs will maintain high ethical standards and comply with child safety standards and child protection reporting guidelines.
• At Preshil, particular attention is given to the child safety needs of First Nations students, those from culturally and linguistically diverse backgrounds, international students, students with disabilities, those unable to live at home, children and young people who identify as lesbian, gay, bisexual, trans and gender diverse, intersex and queer (LGBTIQ+) and other students experiencing risk or vulnerability. Inappropriate or harmful behaviour targeting students based on these or other characteristics, such as racism or homophobia, is not tolerated at our school, and any instances identified will be addressed with appropriate consequences.
• Preshil will take all reasonably practicable steps to provide and maintain a safe and healthy work environment for all employees, students, contractors, volunteers and visitors. All staff take responsibility for a safe and healthy work environment (for themselves and their work and for others affected by their work ) and have a commitment to equal employment opportunity and a workplace free from bullying, discrimination and harassment. They must not wilfully interfere with or misuse items or facilities in the interests of the health, safety and welfare of school employees and students.
• All staff are required to observe and uphold all of Preshil’s Privacy policies and procedures as implemented or varied from time to time.
• Preshil operates a smoke-free work environment.

 

GENERAL TERMS & CONDITIONS

This appointment will be subject to a satisfactory Working with Children Check as required under the Child Protection (Working With Children) Act 2012 and a Police Check. Our school undertakes several screening tests to ensure the appropriate protection of children in our care. This includes reference checks, identity checks, qualification checks and professional registration checks.