Executive Assistant at Stella Maris High School

Job Description

• We are looking for a responsible Executive Assistant to provide personalized secretarial and administrative support in a well-organized and timely manner. You will work on a one-to-one basis on a variety of tasks related to executive director’s working life and communication.

Responsibilities

• Being the point of contact for general communications with their boss.
• Answering calls and routing them to the right person.
• Making travel arrangements for the executive officer they work for and keeping track of their itineraries.
• Planning and scheduling meetings.
• Recording the meeting (if required).
• Researching and organizing data to represent the senior management, which may include directors, executives, and committees.
• Compiling expense reports.
• Performing bookkeeping tasks.
• Handling memos, reports, invoices, and related documents, including sensitive information.
• Keeping confidential information.
• Screening visitors and deciding if they should be allowed to meet with the executives.
• Going through the incoming documents (memos, invoices) and redistributing them.
• Office duties such as sourcing office supplies and handling the filing system.
• Handling and redistributing faxes and emails.
• Providing complete administrative support.
• Managing and recording the supply needs.
• Acting as a virtual assistant.
• Using technical tools and software such as the Microsoft Office Suite, especially text processing software and Excel spreadsheets.

Qualifications

• Candidates should have a Bachelor's Degree in Business Administration and Management or any other related degree. A related certification would be considered an advantage
• Proven work experience as a Executive Assistant
• Knowledge of office management systems and procedures
• Must be Capable of Using MS Office Tools and Google Calender.
• Must be Proficient in English, Hardworking and Honest
• Outstanding organisational and time management skills
• Up-to-date with latest office gadgets and applications
• Ability to multitask and prioritize daily workload
• Excellent verbal and written communications skills
• Discretion and confidentiality