Executive Assistant at Broadoaks British School

JOB PURPOSE

• The Executive Assistant provides high-level, confidential administrative support to the Head of School and plays a key role in ensuring efficient operations within the school’s leadership office. This role demands excellent organizational and communication skills, the ability to multitask, maintain discretion, and proactively manage tasks to support leadership effectiveness.ties.

OVERVIEW OF THE ROLE

• The Executive Assistant serves as the right hand to the Head of School, managing daily operations, communication, and logistics with utmost professionalism. The ideal candidate will be highly experienced, resourceful, detail-oriented, and able to anticipate needs in a fast-paced, high-performing environment.

RELATIONSHIPS

• The Executive Assistant is selected by the Director of Schools in consultation with the Human Resources Department.
• The Executive Assistant reports directly to the Head of School, who provides day-to-day oversight, strategic direction, and performance guidance.
• The Executive Assistant works closely with the Head of School, collaborates with the Director of Schools when needed, and interacts with the senior leadership team, administrative staff, parents, and external stakeholders to support the effective functioning of the school.

RESPONSIBILITIES

• Serve as the primary point of contact for internal and external stakeholders on all matters pertaining to the Head of School.
• Provide sophisticated calendar and diary management—prioritise inquiries and requests, troubleshoot conflicts, and make sound judgments to ensure smooth day-to-day operations.
• Manage all forms of communication including memos, emails, reports, presentations, and external correspondence on behalf of the Head of School.
• Take accurate minutes during meetings, ensure timely follow-up, and track the completion of action points.
• Complete a broad variety of administrative tasks that facilitate the Head’s ability to effectively lead the school, including handling special projects and events.
• Make complex travel, transport, and accommodation arrangements and ensure itineraries are efficient and clear.
• Track daily expenses, process petty cash, and prepare weekly, monthly, or quarterly financial and activity reports.
• Act as an office manager for the Head’s office—maintaining inventory of supplies and coordinating logistical needs.
• Screen and direct phone calls, greet and manage visitors, and determine access to the Head of School appropriately.
• Handle personal and professional errands or tasks delegated by the Head of School, ensuring discretion and efficiency.
• File and retrieve corporate records, documents, and reports with attention to detail and confidentiality.
• Use various software tools (e.g., Microsoft Office Suite, databases, and spreadsheets) for documentation, tracking, and reporting.
• Conduct research and compile data for reports, presentations, and strategic planning materials.
• Liaise with the Board of Directors when needed and provide secretarial support during board meetings.
• Oversee the performance of other clerical or support staff assigned to work with the Head of School.
• Maintain confidentiality and handle sensitive information with a high level of integrity and professionalism.
• Provide “gatekeeper” and “gateway” roles—ensuring smooth communication between the Head and staff, and fostering leadership trust and support.
• Keep the Head of School well-informed of upcoming commitments and responsibilities and ensure prompt follow-up.
• Prioritise conflicting demands and manage projects from start to finish under tight deadlines and evolving priorities.
• Draft and respond to correspondence, including letters, memos, acknowledgments, and personal notes on behalf of the Head.
• Maintain digital and physical filing systems for efficiency and legal compliance.
• Handle basic bookkeeping tasks, invoicing, and liaison with accounts where necessary.
• Support the coordination of trainings, internal events, outreach, and community engagement activities.

SAFEGUARDING

Broadoaks British School is committed to the safeguarding and promotion of the welfare of all children and young people in our care. All staff have a key role and responsibility in this area.

QUALIFICATION & EXPERIENCE

• Bachelor’s Degree in Social Sciences, Administration, or a related field from a reputable institution
• A Master’s degree, MBA, or relevant professional certification is an added advantage
• Minimum of 2–4 years’ relevant experience supporting senior-level executives
• Experience working in a school or educational institution is desirable
• Proven experience as an executive assistant or personal assistant in a fast-paced environment
• Strong organizational skills and attention to detail
• In-depth knowledge of MS Office and digital communication tools
• Excellent verbal and written communication skills
• Ability to work independently and maintain confidentiality
• Strong interpersonal and problem-solving skills
• Ability to manage pressure and meet tight deadlines