Executive Administrative Assistant at Nova Pioneer

ABOUT THE Executive Administrative Assistant ROLE

Key responsibilities of the role are:

In partnership and under the guidance of the School Leader:

Organisation and Administration skills

• Provide administrative support to the School Leader.
• Managing the school calendar ensuring that all Nova Pioneer global, regional and school events, activities and work streams are visible and being executed on by the school leadership team.
• Weekly review and analysis of all data dashboards (academics, behavior, culture, enrollment, retention, transport, catering, stakeholder satisfaction, onboarding parents, students, teammates, finance etc) and follow up with leadership team members to ensure that all contributions are meeting and exceeding expectations.
• Review and analyze PowerBi to ensure that budget expectations are being met with 0% variance.
• Ensure the consistent updating and execution of all handbooks and policies.
• Ensure that campus teammate vacancies are closely monitored and follow up execution has been completed by the campus hiring manager. This includes recruitment of roles, hiring, onboarding and growth map completion.
• Prepare documents ahead of internal and external meetings as directed by the School Principal (photocopying, binding, filing etc.)
• Prepare documents for internal display on pin-boards or notice boards (brochures, posters, etc.)
• Communicate with internal and external stakeholders via telephone, in person and in writing through the drafting of letters, memorandums, reports, and emails.
• Facilitate logistical arrangements for weekly, monthly and quarterly meetings
• Provide administrative services and take minutes for various meetings
• Assist in managing Executive PTA communications and meetings.
• Create and maintain filing systems, both electronic and physical

Communication as Executive Administrative Assistant

• Guide school leadership on internal communication tools and, based on need, coordinate internal communication events.
• Help to create and communicate key messages to defined target audiences aimed at establishing and maintaining goodwill for the school.
• Identify and lead the harnessing of creative and strategic promotional opportunities for the school.
• Regularly present articles/stories about outstanding school achievements or developments to the mass media.
• Write and edit in-house newsletters/magazines, case studies, speeches, articles and reports
• Manage messaging to external stakeholders and creating talking points.
• Support the campus’ media relations, marketing initiatives and public engagement in collaboration with Admissions and/or school leadership e.g. open days, social media content creation, and media outreach.
• Lead the creation of promotional materials, e.g. school magazines, yearbooks, class photos, documentaries, etc.
• Maintain and share an updated gallery (photo and video) and/or archive of all school events/activities.
• Prepare and supervise production of publicity brochures, handouts,  promotional videos, photographs, films and multimedia programmes.

Partnerships as Executive Administrative Assistant

• Lead specific partnering projects in all the phases of the partnering cycle: scoping and building; managing and maintaining; reviewing and revising; and finally sustaining outcomes. This will encompass scoping, identifying, building, planning, structuring, mobilising, delivering, measuring, reviewing, revising, scaling and moving on.
• Establish a stakeholder management process by building and maintaining a contact database and a communication plan focusing on key stakeholder groups.
• Lead the creation of a partnerships policy and partnerships planning, as well as reporting to the School Leader on issues related to partnerships.
• Monitor publicity and conduct research to establish the concerns and expectations of the school’s stakeholders. Presenting such findings and recommendations to school leadership.
• Conceptualise and lead the implementation of next-level school programming (e.g. Innovation Week, Innovation Hub, Community Service Week, concerts, networking meets, etc.)
• Manage the public relations aspect of a potential or actual crisis situation.

Teammate Culture and School Wide Events

• Create a strategic plan to ensure positive teammate culture.
• Create and execute on teammate culture yearly, termly and monthly calendar.
• Manage all Nova Culture Events: Nova Cafes, One Team Day, Community Contemplation, Nova Talks, Central Team Breakfast etc.
• In partnership with the school culture champion manage culture hero selection.
• Manage logistics and events coordination for graduation, annual sports day, annual swimming gala, prizegiving etc.
• Plan and coordinate the training of relevant team members and external stakeholders on issues related to partnerships and communication.

ABOUT YOU as Executive Administrative Assistant

• Bachelor’s degree/ Diploma in Office Administration/Management / Business/ HR
• You have 2-4+ years as an Administrative Assistant, preferably of an established startup, large company or a school coordinating day to day operations
• You are experienced or open to learning the Google software suite (Google Calendar, Docs, Sheets, G Mail, etc.) as well as Microsoft Office (Word, Excel, Powerpoint)
• You are experienced and proficient in MS Suite with strong writing skills (for office communication) and are skilled in making posters and certificates
• You have excellent organizational, planning and time management skills – you are able to handle many moving parts while maintaining high standards of excellence
• You demonstrate capacity to analyze complex situations and solve problems
• You are a great communicator. You are able to provide a clear and effective written and verbal communication to the leaders and school team