Executive Assistant to the Headmaster and Head of School Office - WCIL at Alaro City

Position Overview

• The Executive Assistant to the Headmaster & Head of School Office serves as the principal executive support to the Headmaster while providing operational leadership and coordination for the School Office.
• The post-holder will manage the Headmaster's schedule, priorities, communications, governance support, stakeholder engagement, and key strategic projects while ensuring the effective operation of the College Office. The dual role acts as a critical link between the Headmaster, academic leaders, operational departments, parents, governors and external stakeholders.
• Working closely with School leaders and administrative teams, the Executive Assistant will promote operational excellence, professional standards, consistency of practice, and exceptional stakeholder service across the School.

Key Responsibilities

Executive Support to the Headmaster

• Manage the Headmaster's diary, appointments, travel arrangements, correspondence, and meeting schedules.
• Coordinate priorities and ensure the effective management of the Headmaster's commitments and workload.
• Draft, review, and prepare reports, presentations, speeches, correspondence, and other official communications on behalf of the Headmaster.
• Prepare briefing materials and background information for meetings, events, and external engagements.
• Coordinate leadership meetings, including agenda preparation, minute taking, action tracking, and follow-up.
• Maintain strict confidentiality in relation to sensitive personnel, student, financial, and governance matters.
• Act as the primary point of contact for matters requiring the Headmaster's attention and exercise sound judgement in prioritising requests.
• School Office Leadership
• Oversee the effective operation of the School Office and provide leadership, guidance, and support to administrative staff (reception, communications, events and administration) within the College Office.
• Collaborate with office managers for junior and senior schools to promote consistency, efficiency, and high service standards of administration across school divisions.
• Review and improve administrative processes and systems to enhance operational effectiveness.
• Support the development of a culture of professionalism, responsiveness, and continuous improvement.

Stakeholder Engagement and Communications

• Serve as a key liaison between the Headmaster and internal and external stakeholders.
• Support communications with parents, staff, governors, regulatory bodies, educational organisations, and community partners.
• Coordinate Headmaster communications including newsletters, community updates, speeches, and special announcements.
• Support initiatives that strengthen engagement and relationships within the School community.
• Ensure all communications reflect the values, ethos, and standards of the College.

Event Management and Special Projects

• Lead the planning and coordination of strategic College events involving the Headmaster.
• Support the organisation of high-profile events including parent forums, staff events, accreditation visits, VIP visits, graduation ceremonies, and community engagement activities.
• Coordinate logistics, protocols, stakeholder communications and event delivery standards.
• Manage special projects assigned by the Headmaster and Senior Leadership Team.
• Monitor project timelines and ensure successful implementation of key initiatives.

Operational Coordination

• Work collaboratively with academic, admissions, marketing, finance, human resources, facilities, and operations teams to support School priorities.
• Assist in coordinating institutional reporting requirements and strategic planning activities.
• Support implementation of systems and technologies that improve operational efficiency and communication.
• Monitor progress against key actions and strategic priorities on behalf of the Headmaster.

Leadership Behaviours

The successful candidate will demonstrate:

• Strategic Perspective: Ability to understand the broader strategic objectives of the College while managing operational priorities.
• Service Excellence: Commitment to providing exceptional support and service to all stakeholders.
• Collaboration: Ability to build strong relationships across academic and operational teams.
• Professional Judgement: Capacity to handle confidential matters with discretion, diplomacy, and integrity.
• Continuous Improvement: Proactive identification of opportunities to improve systems, processes, and stakeholder experience.
• Leadership and Team Development: Ability to mentor, support, and develop administrative staff while promoting accountability and high performance.

Governance and Board Support

• Provide administrative support to the Board, Advisory Board, Governors, and relevant committees as required.
• Coordinate board meetings, prepare documentation, maintain records, and ensure timely circulation of meeting papers.
• Track actions arising from governance meetings and support follow-up activities.
• Maintain secure and confidential governance records and documentation.