Personal Assistant to the Headmaster
St Alban’s College, one of South Africa’s leading independent boys’ high schools seeks to employ a highly organized and proactive Personal Assistant to support the Headmaster in the effective management of his busy schedule and responsibilities. The ideal candidate will possess exceptional communication skills, a strong work ethic, and a commitment to providing outstanding administrative support.
Job Title: Personal Assistant to the Headmaster
Department: Headmaster’s Office
Reports To: Headmaste
Summary:
The Personal Assistant to the Headmaster provides comprehensive administrative and confidential support to the Headmaster, ensuring the smooth and efficient operation of the Headmaster’s Office. This role requires a highly organized, detail-oriented, and discreet individual with excellent communication, interpersonal, and problem-solving skills.
Essential Duties and Responsibilities:
Administrative Support:
- Manage the Headmaster’s calendar and schedule, ensuring timely and accurate scheduling of appointments, meetings, and events.
- Prioritise incoming correspondence, including emails, letters, and faxes, and route them to the Headmaster accordingly.
- Prepare and distribute agendas, minutes, and other meeting materials for Headmaster-led meetings and committees.
- Maintain and update the Headmaster’s contact list and other essential records.
- Handle travel arrangements for the Headmaster, including booking flights, hotels, and ground transportation.
- Coordinate and oversee office supplies and equipment inventory.
Confidential Support:
- Provide confidential administrative and secretarial support to the Headmaster, handling sensitive information with utmost discretion.
- Draft and edit correspondence, reports, presentations, and other documents as directed by the Headmaster.
- Maintain confidentiality and professionalism in all interactions with internal and external stakeholders.
Project Management:
- Assist the Headmaster in managing and coordinating special projects and initiatives.
- Gather and analyse information, prepare reports, and track progress on assigned projects.
- Coordinate with various departments and individuals to ensure project success
Communications and Interpersonal Skills:
- Serve as the primary point of contact for the Headmaster’s Office, handling inquiries and requests from staff, parents, and external stakeholders.
- Communicate effectively with a diverse range of individuals, including students, staff, parents, and community members.
- Demonstrate strong interpersonal skills to build positive relationships and foster a supportive work environment.
Organisational and Problem-Solving Skills:
- Maintain a highly organised and efficient workspace, ensuring that all documents and information are readily accessible.
- Prioritize tasks effectively to meet deadlines and manage multiple projects simultaneously.
- Anticipate potential problems and proactively develop solutions to minimize disruptions.
Additional Responsibilities:
- Assist the Headmaster in preparing for and attending meetings, conferences, and events.
- Manage the Headmaster’s budget and expenses.
- Oversee the maintenance and upkeep of the Headmaster’s Office.
- Perform other duties as assigned by the Headmaster.
Qualifications:
- Bachelor’s degree in business administration, administrative management, or a related field.
- Minimum of 5 years of experience as an Executive Assistant or in a similar administrative role.
- Strong organisational, time management, and problem-solving skills.
- Excellent written and verbal communication skills in English.
- Proficient in Microsoft Office Suite and other relevant software applications.
- Ability to work independently and as part of a team.
• Discretion, professionalism, and a commitment to confidentiality.
Date of Commencement: 1 Jan 2025
A letter of application, together with a Curriculum Vitae (no longer than two pages) will be received by email
only.
Email: hr@stalbanscollege.com
Subject Line: PA25
Closing Date: 25 September 2024
If you have not heard from the College within three weeks of the closing date, please accept that your application was unsuccessful. St Alban’s College reserves the right to not fill this position.
St Alban’s College, in line with POPIA (Protection of Personal Information Act) will attempt to ensure the confidentiality of all applicants for this role. All reasonable measures will be in place to protect personalinformation but will be used in the recruitment, selection, and reporting process. By submitting your application for this position, you are recognising and accepting this disclaimer.
It takes a school with vision to prepare a young man for life