Administrative Assistant

Roles and Responsibility:

• Provide administrative and logistical support to the IB Program Coordinators / HOS / HOD, ensuring a smooth functioning of the IB Program. The role requires excellent organizational and communication skills, attention to detail and a good understanding of the IB Curriculum.
• Update of School systems.
• Schedule meetings with parents for progress updates with SSLT (Senior Student Leadership Team).
• Assist the IB Coordinators in maintaining accurate records, databases, and documentation related to the IB program.
• Help prepare and distribute materials for IB meetings, workshops, and events.
• Collaborate with teachers to ensure the implementation of the IB curriculum, including organizing resources and materials for exams.
• Provide administrative support with the logistics of year exams, Mock Exams and IB Exams.
• Coordinate the IB Diplomas scanning, filing and distribution.
• Collect and print all exams.
• Prepare cover sheets for all exams.
• Prepare and manage invigilation.
• Invigilation – support.
• Administration of subject change/course change letters to parents and scheduling of interview dates.
• Retrieve data from the GL assessment site for GL results.
• Create interview schedules for grade 10 meetings.
• Send exam results to parents through mail merge.
• Management of Coordinators' Calendars.
• Support in collating and communicating internal and external IB-related information (predicted grades, registration documents, etc.).
• Support in sending out parcels and documents to IB via couriers - Aramex, DHL (Exams, etc).

Preferred Skills and Experience:

• Able to work collaboratively with multiple groups of people, including teachers, students, parents.
• Confident in working with large volumes of data.
• Excellent Organizational Skills.
• Excellent interpersonal and communication skills.
• Possesses a positive attitude.
• A multi-tasker and able to support the SSLT with Administration.
• Good general education appropriate to the post.

Note: Candidates with prior experience in schools are encouraged to apply.