Executive Assistant
Jakarta Intercultural School
- South Jakarta, IndonesiaJl. Terogong Raya No.33, Cilandak, Jakarta 12430, South Jakarta, DKI Jakarta, IndonesiaSouth JakartaDKI JakartaIndonesiaIndonesia
- Full timeFULL_TIME
Expired 4 years ago
2020-06-01T17:00:00+00:00Job closed.
Job Description
- Completes the following general clerical & administrative support of Head of School’s Office, including:
- Handling of telephone messages
- Screening of telephone calls and visitors for the Head of School Office in order to manage messages and access to the Head of School Office
- Typing, duplicating, distributing, receiving, translating and filing general and confidential documents, mails/messages and information to provide accurate, neat and complete documents to the Head of School Office
- Greeting the Head of School Office’s visitors
- Independent organization and maintenance of important record files
- Arrangements for maintenance of office equipment
- Maintenance of the inventory of Head of School Office’s supplies for the purpose of ensuring the availability of materials when needed
- Management of petty cash
- Sending e-mails to community on behalf of the Head of School
- Publication of the Head of School’s notes on the JISNet
- Maintaining the Head of School’s calendar
- Prepares the Head of School’s meetings, including:
- Scheduling of all meeting appointments of the Head of School
- Preparation and distribution of meeting agendas
- Preparation of the venues
- Setting up the technology equipment
- Taking the minutes and transcribing the minutes of meeting in a timely manner
- Sending invitations and reminders to all meeting participants
- Ensuring all Head of School meetings go smoothly
- Assists with the Head of School’s travel arrangements, including:
- Booking of flights and hotels
- Preparation of a detailed itinerary
- Scheduling of meetings during the travelling period
- Providing the materials and documents needed
- Assists with Faculty Searches or other necessary position facilitated by the Head of School, including setting up of meeting, skype interviews with candidate, etc.
- Assists with drafting of monthly Head of School’s reports to the Board of Trustees by compiling administrative and school updates with the final Head of School’s approved report and ensuring the timely submissions to Board of Trustees
- Responds to inquiries from various internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among departments and/or providing directions as required
- Provides support to other assistants in the Head of School Office team when necessary
- Organizes JIS related social events hosted by the Head of School
- Performing other related duties and assuming other responsibilities as assigned by the Head of School, including and not limited to other projects when deemed necessary
Minimum Qualifications
- Indonesian citizen
- Diploma or Bachelor Degree holder preferably in Administration or Secretarial
- Demonstrated fluency in written and spoken English
- Demonstrated experience using Microsoft Office (Word, Excel and Power Point), Power school and Macintosh Computer.
- Knowledge of Modern Office Practices and Procedures, including filing systems and telephone techniques, letter and report writing and office machines
- Outstanding personal communication skills, meets the parents, students and staff, tactfully and courteously (Very Important)
- Helpful, cooperative, eager to communicate and problem-solve
- Demonstrated ability to work collaboratively with others of various cultural backgrounds
- Demonstrated experience and comfort level with adolescents especially in instructional settings
- Helps maintain a positive and friendly working atmosphere with others
- Demonstrated ability to identify, manage and initiative projects without direct supervision
Jobs Summary
- Job Level
- Associate / Supervisor
- Job Category
- Administration and Coordination
- Educational Requirement
- Bachelor's degree graduate
- Recruiter response to application
- Once in a while
- Office Address
- South Jakarta, DKI Jakarta, Indonesia
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About Jakarta Intercultural School
With five original students, Jakarta Intercultural School was founded by UN workers in 1951. These pioneers introduced relevant schooling in English for children of expats in the newfound Republic of Indonesia. From early days the school's international identity was clear. It was originally named the Joint Embassy School (J.E.S.) after its British, American, Australian and (then) Yugoslavian embassy partners. Just over a decade later, in 1978, J.E.S. became Jakarta International School and in 2014, Jakarta Intercultural School.