Executive Assistant at Stella Maris High School

• Stella Maris Schools is seeking a highly organised, discreet and proactive Executive Assistant to provide administrative and coordination support to the Executive Director. The successful candidate will help manage schedules, correspondence, meetings, follow-up actions and executive documentation, ensuring that priorities are handled efficiently and important decisions and assignments are tracked to completion.

Key responsibilities

• Manage the Executive Director's calendar, appointments, meetings and official engagements.
• Prepare meeting agendas, take minutes where required, and maintain records of decisions and action points.
• Draft, proofread and organise official correspondence, reports, presentations and other executive documents.
• Follow up with department heads, campus administrators and other relevant officers on assigned tasks and deadlines.
• Coordinate meetings, travel arrangements and other official engagements as required.
• Maintain an organised filing system for executive correspondence, reports and confidential documents.
• Monitor outstanding assignments and provide timely reminders and status updates.
• Handle confidential information with discretion and maintain professional boundaries.
• Support communication and coordination between the Executive Office and the school's campuses and departments.
• Carry out other relevant administrative duties assigned by the Executive Director.

Requirements and qualifications

• Bachelor's degree or HND in Business Administration, Public Administration, Office Management or a related discipline.
• At least 2 years of relevant experience in executive assistance, administrative coordination or a similar role.
• Excellent written and verbal communication skills.
• Strong organisational skills, attention to detail and the ability to manage competing priorities.
• Good working knowledge of Microsoft suite, PowerPoint, Outlook and Microsoft Teams, or equivalent tools.
• Demonstrated discretion in handling confidential information.
• Ability to prepare clear reports, minutes, correspondence and other professional documents.

Desirable qualifications

• Experience supporting a senior executive, school leader or organisational director.
• Experience coordinating activities across multiple offices or campuses.
• Relevant administrative or executive assistance certification.
• Familiarity with task tracking, digital filing and project coordination tools.

Performance expectations

• The successful candidate will be expected to maintain an organised executive calendar, prepare accurate documentation, follow up on assigned actions promptly, and support effective communication between the Executive Office and the wider school organisation.