Admin Secretary

Reports To: Head of School, or designate (Operations Coordinator at Doha campus)

Job Summary:
The Admin Secretary serves as the primary contact point for the school, managing correspondence (mail and email) and personal visits. The main responsibility is to direct requests, inquiries, and complaints to the appropriate school personnel, providing immediate solutions when possible.

Key Responsibilities:

Administrative & Communication Duties:

• Manage the school email account, responding to or redirecting messages as needed

• Answer and direct school phone calls appropriately

• Receive and redirect written or verbal complaints to appropriate personnel

• Provide follow-up on issues as required

• Notify the Head of School of any arising issues, problems, or complaints

• Provide accurate information about school policies and procedures to all stakeholders

• Greet and orient school visitors

• Liaise with Facilities Coordinator for entry of outside workers and contractors

• Instruct delivery personnel on proper campus delivery methods

• Perform secretarial tasks including laminating, photocopying, printing, and maintaining notice boards

• Liaise with HR Department and Division Secretaries as needed

Professional Competencies:

• Communicate clearly, honestly, and respectfully

• Listen attentively to understand concerns

• Exercise courtesy and tact in all interactions

• Use school resources wisely and maintain a clean, organized workspace

• Establish well-defined routines and procedures for tasks

• Set priorities, multitask effectively, and meet deadlines

Community Engagement:

• Support administrators, teachers, and support staff

• Adhere to school policies and procedures

• Provide a positive office atmosphere for students and parents

• Model cultural awareness and understanding

• Maintain strict confidentiality of information

Other Duties:

• Perform other duties as assigned by the immediate superior

Job Requirements (Selection Criteria):

• Educational Qualification: Diploma in Secretarial Studies

• Experience: 3 years of experience in a similar position, preferably in an international school

• Competencies:

  • Advanced computer literacy in MS Office and email applications

  • Skilled typist in both Arabic and English (40 WPM)

  • Excellent interpersonal and customer service skills

  • Ability to work independently and accurately

  • Diplomatic and composed when handling sensitive situations

  • Professional, ethical, and methodical approach

  • Ability to maintain confidentiality

  • Strong multitasking and time management skills

  • Bilingual with advanced English and Arabic communication skills