Executive Assistant

Role & responsibilities

1. Calendar and Schedule Management

• Proactively manages the Principals calendar and schedule, including internal and external meetings, school events, appointments and travel. Coordinates meeting schedules, sends invitations and reminders, and ensures that all relevant documents, presentations and other materials are prepared and available in advance.

2. Correspondence and Communication

• Manages incoming and outgoing correspondence, emails and telephone communication on behalf of the Principal. Drafts, proofreads and sends professional communications while exercising discretion when handling confidential or sensitive information. Prepares and uploads school circulars, notices and critical communications as required.

3. Document and Data Management

• Prepares, organises and maintains official documentation for the Principal’s Office. Supports the preparation of reports, presentations, planning documents and other administrative records. Ensures that key school data and records, including UDISE-related information, are updated accurately in collaboration with the Admissions Team.

4. Internal Coordination

• Acts as a central point of coordination between the Principal’s Office and internal departments. Liaises with the Academic Team on academic and examination-related requirements, including question paper submissions and moderation, and coordinates with the Admin Team to ensure logistical support for events and day-to-day operations. Follows up with departments on pending tasks and ensures timely closure.

5. Meeting Preparation and Follow-up

• Coordinates the planning and administration of key meetings, including weekly Core Team, staff and management meetings. Prepares and circulates agendas, records detailed minutes and maintains action trackers. Follows up with concerned individuals and departments to ensure that agreed actions are completed within the required timelines.

6. Parent-Teacher Association (PTA) Coordination

• Serves as the primary point of contact for the PTA and Class Representatives (CRs). Coordinates PTA and CR meetings, including agenda preparation, communication, attendance, video recording and circulation of minutes. Supports the PTA with administrative and financial coordination, as required.

7. School Events, Activities and Trips

• Plans and coordinates school events, activities and special programmes in consultation with the Principal and relevant teams. Liaises with guest speakers, activity partners and third-party vendors, and supports the logistical planning of annual school trips. Coordinates hospitality and arrangements for guests visiting the Principal’s Office.

8. External Examination Coordination

• Manages the administrative coordination of external examinations. Liaises with examination service providers, supports student registrations, coordinates examination logistics with the school’s examination team and oversees the distribution of mark sheets and certificates to students, in coordination with teachers and relevant staff.

9. Vendor and Partner Management

• Serves as a central point of contact for third-party vendors, activity partners and external organisations. Coordinates with partners for school events, activities and programmes, ensuring that requirements are clearly communicated, timelines are followed and all necessary arrangements are in place.

10. Proactive Planning and Academic-Year Readiness

• Supports the Principal in planning for the upcoming academic year. Assists in developing detailed planning documents, calendars, timelines and action plans to facilitate a smooth transition and ensure organisational readiness for the new year.

11. Task Management and Follow-up

• Maintains and monitors a range of ongoing records, schedules and action items, including CCTV logs, cafeteria tasting schedules and tasks related to various school committees. Tracks responsibilities assigned by the Principal or arising from meetings and follows up with concerned stakeholders to ensure timely and effective completion.

12. Document and Certificate Issuance

• Coordinates the preparation and issuance of official school letters and documents, including Bonafide Certificates and other certificates issued through the Principal’s Office. Ensures that information is accurate, documentation is complete and requests are processed within the required timelines.