Executive Assistant to Head of School and Deputy Head of School

Posted 08 February 2024
SalaryCompetitive base
Job type Permanent
DisciplineBusiness Support

Job description

  • Executive Assistant to Head of School and Deputy Head of School.
  • Fast-paced and high performing culture complimented by the most beautiful grounds and proximity to public transport, the Eastern Suburbs and Sydney CBD.
  • Great leadership and high performing culture.
About our client:

A prestigious and renowned all-girls school located on wonderful grounds in Edgecliff, Ascham School offers a progressive myriad of programs that promote excellence.

Our client prides itself on their modern approach to education, offering a unique blend of traditional values with a forward-thinking approach that promotes resilience, creativity, and leadership skills.
Integral to this unique approach is the leadership and guidance from the Head of School and Deputy Head of School.

As always, behind successful leaders, is a professional and ‘Rock Star’ Executive Assistant keeping the administrative wheels turning!
The role:

The Executive Assistant will have primary responsibility for providing confidential secretarial support and a high level of administrative and operational assistance to the Head of School and Deputy Head of School, across a range of activities.
  • Coordinate and assist the Head of School and Deputy Head of School to effectively manage competing priorities to achieve required strategic outcomes and day-to-day activities.
  • Establish the role as a key point of contact to and on behalf of the Head of School and Deputy Head of School, ensuring the school has an ongoing positive relationship with stakeholders by maintaining a strong and professional relationship with required contacts.
  • Use professional judgement to solve or escalate problems when there are no clear methods or procedures in place for doing so. Including resolving day-to-day issues to ensure the Head of School and Deputy Head of School’s workflow operates smoothly.
  • Provide high-quality, professional executive secretarial and administrative support to the Head of School and Deputy Head of School. Including but not limited to:
  • Prepare timely and professional emails, correspondence, reports, papers, minutes, and presentations.
  • Manage the Head of School and Deputy Head of School’s diaries, shared mailboxes, and Microsoft Teams
  • Arrange domestic and international travel.
  • Manage events including venue bookings, function forms, invitations, catering, consents, and RSVPs.
  • Manage budgets, credit card reconciliations and requests for payment reimbursements.
  • Coordinate communication between Dower House and Maintenance, Events, and IT
  • Manage the Head of School and Deputy Head of School’s gift-giving process.
  • Assist the Critical Incident Managing Team
  • Supervise the workflow and manage the relief roster of specific staff.
  • Undertake any other duties as required by the Head of School and Deputy Head of School.
Candidate Criteria:
  • At least five years’ experience in providing high quality, professional executive secretarial and administrative support.
  • A demonstrable track record in dealing with high level and confidential information with utmost discretion.
  • Highly organised with proven experience successfully managing conflicting demands with an ability to prioritise and meet deadlines.
  • Tier one, professional presentation and communication skills, verbal and written.
  • Exceptional interpersonal skills and commitment to positive relationships and professional communications with all stakeholders. Including the ability to liaise pleasantly and competently with students, parents, staff, and visitors.
  • Flexible attitude and ability to remain calm and think clearly under pressure.
  • Well-developed time management and organisational skills with the ability to work autonomously (based on limited instruction) as well as a team member.
  • Advanced levels of computer literacy including Microsoft Word, Excel, Outlook, and Power Point, as well as databases, smartphones, and other portable devices.
  • Capacity to operate with discretion, respect, trust, and discernment while also maintaining confidentiality.
  • A valid Working with Children clearance.
  • Compliance with the School Code of Conduct and all other internal policies and procedures.
  • Tier one, prestigious brand.
  • The office is situated in glorious grounds within proximity to Edgecliff Station.
  • A culture that is professional, high performing and collaborative.
  • $125k base plus super.


Contact details - ashleyduffy@future-you.com.au