Secretary Assistant

Reports To: Division or Admin Secretary, or designate

Job Summary:
A Secretary Assistant provides comprehensive support to the secretary by performing various administrative tasks. This role includes reception area duties (phones, email, visitors), student records management, document handling (photocopying, laminating), and running errands to ensure efficient office operations.

Key Responsibilities:

Administrative Support:

• Manage distribution of late slips for tardy students

• Answer school phones and direct calls appropriately

• Receive and redirect complaints to appropriate school personnel

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

• Provide accurate information about school policies and procedures to stakeholders

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

Communication & Customer Service:

• Communicate clearly, honestly, and respectfully with all stakeholders

• Listen attentively to understand concerns and needs

• Exercise courtesy and tact when dealing with people and sensitive situations

• Maintain confidentiality of information at all times

Office Management:

• Use all school resources wisely and responsibly

• Keep assigned office/desk space clean, neat, and tidy

• Establish well-defined routines and procedures for daily tasks

• Set priorities, multitask effectively, and meet deadlines

Community Building:

• Support administrators, teachers, and support staff

• Adhere to school policies and guidelines

• Provide a positive office atmosphere where students/parents feel comfortable

• Model and encourage cultural awareness and understanding

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:

  • Ability to support administrative, secretarial, and clerical work

  • Excellent telephone and interpersonal skills

  • Organized and methodical approach to work

  • Ability to maintain confidentiality

  • Capable of working independently and accurately

  • Diplomatic and composed when handling sensitive situations

  • Positive team contributor

  • Good communication skills (Arabic ability is an asset)

  • Computer literacy in MS Office and email applications

  • Supportive and positive attitude

  • Language proficiency: English/Arabic