Executive Assistant to Head Of School (HOS)

• Employer : XCL World Academy
• Category : Teacher
• Posted On : 05-06-2026
• Job Description:
  

  Main Responsibilities

  • Models and encourages a culture of kindness in support of the school’s core values.
  • Supports and represents the HOS in a variety of capacities on behalf of the school.
  • Organises HOS’s calendar, facilitates meeting needs for them and sets up visitor logs in SPLAN system for visitors entering into the school to meet them.
  • Provides, as requested, but not limited to and confidential secretarial services to the HOS.
  • Deals with incoming/outgoing correspondences, telephone calls, mails, communications, etc.
  • Applies needed IT skills to enhance the smooth running of the office; OASIS Personnel module.
  • Organises and maintains various digital tools related to school issues.
  • Responsible for supplying accurate information as required to other school offices and for maintaining official school office records for the HOS for references as needed.
  • Compiles agendas with input from Senior Leadership Team [SLT].
  • Arranges interviews with parents, staff and teachers.
  • Types various correspondences in a variety of format and templates as required.
  • Arranges HOS travel arrangements.
  • Organises special occasion projects and events with/for the HOS.
  • Meets daily or periodically with the HOS to review needs and priorities.
  • Manage the various emails ID and respond to parent enquiries as appropriately.
  • Types meeting minutes for the SLT/ELT Meetings and maintains a digital record and circulates the completed copy to meeting participants as required.
  • Scrutinizes all minutes taken and reminds Leadership on actions needed appropriately.
  • Point of contact for governing agencies such as CPE, EDB. Disseminates communications from the agencies as appropriately to the HOS.
  • Manages the Conference Room bookings for all staff.
  • Deals with inquiries - especially during any absence of the HOS and decides how to deal with the query; whether to be referred to another member of staff i.e. Principal, Director of Operations, or resolve on behalf of the HOS.
  • Uses discretion in providing both personal and professional information within and outside the school.
  • Maintains a high level of confidentiality
  • Maintains professional executive office dress attire and personal presentation.
  • Maintains and upkeep the HOS office areas in a professional manner.

• For the Position: Administrator
• Job Location : Malaysia