Academic Admin

Your tasks

The Academic Executive Assistant to the Academic Leadership provides high-quality executive, administrative and

organisational support to the leadership of One World International School, Punggol. Working across both Primary and

Secondary Schools, the Academic Executive Assistant ensures leadership priorities are eLectively coordinated, actions are

followed through, meetings and communications are professionally managed, and school leaders are supported in the

eLicient operation of the school.

the position is to reduce the administrative and organisational burden on school leaders, enabling them to focus on

Reporting and Accountability The Academic Executive Assistant reports to the Primary and Secondary Principals only and works operationally within both

departments. As the position supports both Primary and Secondary School, the Academic Executive Assistant is expected

to manage workload transparently and maintain an appropriate balance of support across the two divisions.

Where competing priorities arise, these should be appropriately communicated and prioritised through the Principals rather

than being determined solely by the order in which requests are received. The Academic Executive Assistant will also work

closely with members of the Academic Senior Leadership Team and administrative and operational colleagues across the

school.

1. Executive and Leadership Support

• Provide high-quality day-to-day executive and administrative support to school leadership.
• Manage and prioritise leadership requests, actions and deadlines.

• Prepare correspondence, reports, presentations, documents and meeting materials as required.
• Maintain eLective systems for tracking leadership requests and ensuring agreed actions are completed.

• Anticipate administrative requirements and proactively support upcoming leadership priorities.
• Coordinate information and documentation required by members of the academic Senior Leadership Team.

• Undertake specific administrative projects on behalf of the academic school leadership.
• Exercise discretion and sound judgement when handling sensitive leadership matters.

1. Diary and Calendar Management

• Coordinate principals diaries, appointments and meetings.
• Schedule internal and external meetings involving members of school leadership.

• Assist in resolving diary conflicts and prioritising appointments.
• Ensure leadership members receive relevant information and documentation before meetings.

• Maintain awareness of significant school dates, events and deadlines.
• Coordinate appointments involving parents, staL and external stakeholders.

• Support forward planning to ensure important commitments and deadlines are anticipated.

1. Meetings, Minutes and Follow-Up

• Coordinate leadership, operational and other meetings as required.
• Prepare and distribute agendas and supporting documentation.

• Record clear and accurate meeting minutes where required.
• Maintain action lists arising from meetings.

• Identify responsible individuals and deadlines for agreed actions.• Follow up outstanding actions with relevant staL.
• Provide leadership with visibility of incomplete or overdue actions.

• Maintain appropriate records of key meetings and decisions.

1. Primary and Secondary School Support

• Provide administrative and organisational support to both divisions.
• Maintain a transparent overview of significant work undertaken for Primary and Secondary.

• Manage competing requests professionally and communicate capacity concerns where necessary.
• Support communication and coordination between the two divisions.

• Assist with whole-school priorities that require collaboration between Primary and Secondary.
• Ensure responsibilities are appropriately prioritised rather than allowing routine administrative demands from one area

to prevent support of the other.

• Ensure tracking of student attendance, punctuality, behaviour, uniform and appearance issues and communicate with

parents and leadership.

1. Parent and Stakeholder Communication

• Support leadership in managing professional communication with parents and other stakeholders.
• Coordinate appointments and meetings between parents and members of leadership.

• Prepare or assist with routine correspondence where requested.
• Maintain appropriate records of significant leadership communications.

• Ensure enquiries requiring leadership attention are directed to the appropriate person.
• Monitor and follow up administrative actions arising from parent meetings.

• Represent the school professionally, courteously and sensitively when communicating with families and visitors.

1. Events and School Activities

• Provide administrative and logistical support for school events.
• Support leadership with event planning, schedules, invitations, communications and documentation.

• Coordinate information between departments and staL involved in events.
• Maintain event-related action lists and deadlines.

• Follow up outstanding arrangements.
• Provide organisational support during major school events when required.

• Assist leadership with post-event follow-up and documentation.

1. Admissions Support

• Provide administrative support for admissions-related activities where leadership involvement is required.
• Coordinate appointments involving prospective families and members of leadership.

• Assist with preparations for admissions events, open houses and related activities.
• Prepare relevant documentation and information for leadership.

• Liaise with Admissions colleagues regarding leadership actions and appointments.
• Follow up agreed administrative actions arising from admissions discussions.

1. Data, Documentation and Administrative Systems

• Maintain accurate, organised and accessible administrative records.
• Support the preparation and collation of information required for leadership reports.

• Maintain appropriate leadership trackers and monitoring systems.
• Assist with data administration where required.

• Maintain well-organised electronic filing systems.
• Ensure important documentation can be eLiciently retrieved.

• Support recurring administrative processes and leadership routines.
• Assist with maintaining calendars, schedules, action trackers and other administrative systems.

1. StaM and Cross-School Coordination

• Act as an eLective administrative point of contact between leadership and other areas of the school.
• Liaise professionally with teaching, administrative and operational staL.

• Coordinate requests requiring information or action from multiple departments.
• Follow up information and documentation requested by school leadership.

• Support eLective communication between members of the leadership team.
• Develop positive professional working relationships across Primary, Secondary and whole-school teams.10. Leadership Projects and Special Assignments

• Coordinate project timelines and action trackers.
• Schedule meetings and collate information.

• Prepare project documentation.
• Follow up stakeholders and agreed administrative milestones.

• Support events and initiatives.
• Provide progress updates to the relevant member of leadership.

Requirements

The role requires a highly organised, proactive and discreet individual who can manage competing priorities, anticipate

administrative requirements and communicate confidently with staL, parents and other stakeholders. A central purpose of

educational leadership, students, staL and the strategic development of the school.

Confidentiality and Professional Standards

• Maintain strict confidentiality regarding students, parents, employees and leadership matters.
• Exercise sound professional judgement when handling sensitive information.

• Maintain appropriate professional boundaries.
• Ensure confidential documentation is securely managed.

• Demonstrate discretion in verbal, written and electronic communication.
• Maintain high standards of professionalism when representing school leadership.

• Handle sensitive matters calmly, respectfully and appropriately.

Other

Reports To Primary Principal and Secondary Principal · Role Coverage Primary and Secondary School Working Days Monday to Friday and Saturday Working Hours 8:00 am to 4:30 pm, 9 am to 1 PM on Saturday

Working Hours and Flexibility The normal working pattern for the position is Monday to Friday, 8:00 am to 4:30 pm. The Academic Executive Assistantis

expected to be available throughout the normal school working day to provide appropriate leadership and administrative

support.

The nature of school leadership may occasionally require reasonable flexibility to support important school events,

leadership meetings, parent meetings or other significant activities outside normal working hours. Any such arrangements

should operate in accordance with the school's applicable employment arrangements.

Key Working Relationships

• Secondary Principal
• Primary Principal

• Coordinators
• Senior Leadership Team

• Administrative and Operations teams
• Admissions team

• Teaching and support staL
• Parents and families

• External stakeholders where appropriate

Person Specification Essential

• Excellent organisational and administrative skills.
• Strong written and verbal communication skills.

• A consistently professional and courteous approach.
• High levels of confidentiality and discretion.

• Excellent attention to detail and strong time-management skills.
• Ability to manage multiple and competing priorities.

• Ability to work independently and use appropriate initiative.
• Strong follow-through and commitment to completing actions.

• Confidence working directly with senior leaders and communicating professionally with staL and parents.
• Strong digital and administrative skills.

• Ability to establish and maintain eLective organisational systems.
• A collaborative approach to working across both Primary and Secondary School.

• Ability to remain calm and organised when priorities change.
• Ability to recognise when an issue requires escalation to senior leadership.Desirable

• Previous experience as an Executive Assistant, Personal Assistant or senior administrator.
• Diploma or Degree in related field.

• Minimum of 2 years of relevant experience.
• Proficient command of English and Mandarin for eLective communication.

• Experience working within a school or educational environment.
• Experience supporting senior leadership.

• Experience coordinating meetings, events and projects.
• Experience managing confidential information.

• Experience working in an international or multicultural environment.

Key Measures of ECectiveness

• Leadership requests and actions are followed through reliably.
• Important deadlines and commitments are appropriately tracked.

• Leaders have the information and documentation they require when needed.
• Meetings are eLectively organised and action points are accurate and followed up.

• Leadership calendars and appointments are eLiciently coordinated.
• Parent, staL and stakeholder communications are handled professionally.

• Appropriate administrative support is provided across Primary and Secondary, with workload allocation kept

transparent.

• Confidentiality is consistently maintained and records are accurate.
• The postholder demonstrates initiative while recognising appropriate boundaries of authority.

• Routine administrative demands on school leaders are reduced.

Core Areas of Work Follow-Up Monitoring actions, deadlines and outstanding requests

Work Area · Typical Activities · Primary Support · Administrative and leadership support for Primary · Secondary Support · Administrative and leadership support for Secondary · Leadership Support · Documentation, coordination and executive requests · Calendar Management · Meetings, appointments and scheduling · Meetings · Preparation, minutes and action tracking · Parent Communication · Correspondence and meeting coordination · Events · Planning, preparation and logistical support · Admissions · Leadership-related admissions administration · Data Administration · Records, trackers and reports · Projects · Leadership and whole-school projects Overall Expectation The Academic Executive Assistant should be a proactive extension of the school leadership team's administrative capability,

not simply a recipient of individual tasks. The successful postholder will anticipate requirements, establish eLective

systems, maintain confidentiality, follow through on commitments and help ensure that the administrative work surrounding

school leadership is completed accurately and eLiciently.

The ultimate measure of the role's eLectiveness is whether Primary and Secondary leaders are better able to focus on students,

staL, teaching and learning, and strategic leadership because the organisational and administrative work around them is being

managed eLectively.