Position Purpose

The Executive Assistant provides high-level executive administrative support and operational support to senior leaders and departments within the School. The role is characterised by high autonomy, initiative, discretion, professionalism and is critical to the smooth functioning of academic, wellbeing, pastoral and boarding operations.

The position serves as a central coordination hub for senior leaders, staff, students, parents and external stakeholders, ensuring excellence in communication, compliance, service delivery and event management across the School.

The role involves handling highly sensitive information, working with minimal supervision and exercising sound judgement, diplomacy and confidentiality at all times.

Key Responsibilities

Executive & Administrative Support

• Report to and provide direct support to the CFO and Secretary to the Board of Trustees
• Support the Senior Deputy Headmaster's office.
• Provide comprehensive executive assistance to senior leaders and the department or faculty.
• Act as the first point of contact for the relevant executive, and the department or faculty.
• Prepare correspondence, reports, presentations, agendas and minutes.
• Manage calendars, meetings and shared inboxes.
• Maintain document and student management systems

Board and governance support (specifically for the Secretary to the Board)

• Provide support to the Board of Trustees and its Committees, as allocated. 
• Maintain the annual schedule of Board and Committee meetings, reporting deadlines and governance activities. 
• Coordinate meeting dates, attendance, venues, technology and other meeting arrangements. 
• Liaise professionally with the Chair, Trustees,  and external advisers. 
• Coordinate the preparation, quality review, approval and distribution of agendas and meeting papers. 
• Check Board and Committee papers for completeness, presentation, consistency and compliance with required timeframes. 
• Maintain secure access to Board and Committee documents. 
• Maintain registers of decisions, resolutions, actions, conflicts of interest and other governance records as directed. 
• Monitor agreed actions and follow up with responsible employees before due dates. 
• Maintain appropriate separation between administrative support and the formal accountabilities of the Board, Chair, Secretary to the Board and senior leaders. 

Communication, Publications & Digital Platforms

• Draft, review, edit and publish communications in line with School style guides.
• Coordinate relevant communications and documents, as required.
• Liaise with Marketing, EdTech and leadership teams.
• Maintain Microsoft Teams posts, portals and digital signage, as required

Student Administration, Records & Compliance

• Maintain relevant student records.
• Support mandatory reporting and liaise with external agencies.
• Ensure compliance with legislative and School requirements.

Student Support

• Liaise with families, students and staff as required.
• Coordinate appointments.
• Support specific student needs and groups, as required.

Event & Program Coordination

• Plan and deliver assemblies, ceremonies and school events.
• Manage invitations, RSVPs, ticketing, contracts and budgets.
• Attend after-hours events as required.

Financial & Resource Administration

• Manage purchasing, budgets and credit card reconciliations.
• Coordinate travel and professional development bookings.
• Maintain stationery and resource supplies.
• Provide reception and front-facing support when required.