An International School in South Jakarta. Looking for the best candidate to fill the following position Secretary
SUMMARY
Provide secretarial and executive support activities to assist the Corporate PR & Marketing Director. Duties involved in the development, implementation include general or project based work and dealing with secretarial and administrative tasks. Project a professional company image through in-person and phone interaction.
GENERAL VALUES
- Display strong courtesy skills working in the SIS organization
- Be able to work independently and strong communication skills
- Display a strong commitment to the SIS mission
- Reflect the highest personal qualities of honesty and endeavor at all times
- Build a good quality connection along with superior, colleagues, students and parents
A. tHE PRIMARY RESPONSIBILITES
1.This position is as Secretary
2.Report directly to PR & Marketing Director or other designed superior as required.
3.Being responsible for assisting all school activities.
4.Performs a variety of administrative tasks that are highly confidential and sensitive.
5.Coordinates office management activities, maintaining office systems, including data management, filing, etc.
6.Researches, compiles, assimilate, and prepare confidential and sensitive documents and provide comments / summary.
7.Reads and screens incoming correspondence and reports; makes preliminary assessment of the importance of materials and organizes documents; handles some matters personally and forwards appropriate materials to the Superior or and staff.
8.Receives and screens incoming calls and visitors, determines on which are priority matters, screening telephone calls, enquiries and requests, and handling them when appropriate.
9.Composes letters and memo in response to inquiries.
10.Acts as liaison between the Superior, subordinates or others, by transmitting directives, instructions and assignments and following up on the status of assignments.
11.Produces a variety of documents, charts, and graphs in final form. Producing documents, briefing papers, reports and presentations.
12.Updates Superior on status of issues before scheduled meetings.
13.Prepares agenda and collects materials for meetings, speeches, and conferences; takes minutes and keeps records of proceedings. Organizing and attending meetings and ensuring the Superior is well-prepared for meetings.
14.Reviews, proofreads, and edits documents prepared for the Superior's signature.
15.Plan, coordinates and facilitates the Superior’s calendar to arrange appointments, meetings, and conferences.
16.Recommends actions to be taken on office expenditures such as equipment and supply needs.
17.Assists with preparation of the office budget as required.
18.Compiles and maintains records, school's information, and reports.
19.Establishes and maintains various filing and records management systems.
20.Maintain hard copy and soft copy filing system.
21.Participates in and /or coordinates committees or task forces.
22.Makes travel arrangements; prepares itineraries; prepares, compiles and maintains travel vouchers and records.
23.Assist and operates standard office equipment.
24.Prepare correspondence, and materials for publications.
25.Setup accommodation and transportation arrangements.
26.Maintain Superior’s calendar.
27.Prepare and maintain Superior’s business expense report.
28.Meet and greet clients and visitors.
29.Perform general clerical duties to include but not limited to photocopying, faxing, mailing, and filing.
30.Coordinate and work closely with the Marketing Team
31.Completing require documents, reports and other matters related to Parent Relations. and Marketing
32.Liaise with all functional/departmental head, to understand all necessary aspects and needs of operational development, and to ensure they are fully informed of operational objectives, purposes and achievements.
33.Develop and maintain close working relationships with key personnel school constituents (academic / nonacademic and other co-workers).
34.Perform other Marketing duties as may be assigned by the PR & Marketing Director or other designed superior as required.
B.IMPLEMENTATION OF JOB-SCOPE
The Secretary must:
a. Commit to the Corporate Vision and Mission of SIS and empowering this commitment throughout the corporation, its partners, and all involved stakeholders.
b.Establish clear directions and communication between non academic and academic staff.
c. Ensure to build a good rapport to students and parents.
d.Ensure that marketing supporting documents are fairly provided at all times.
e.Ensure self discipline and always follow school polices.
f.Realize that this job is one where there will be regular interaction with parents and students and always use a positive and welcome approach with utmost professionalism reflecting the schools high level of standards.
C.COOPERATION
1. Co-operation is stressed with the Principal and all academic staff as any decision made would affect the school activities.
2. Co-operation is stressed with the Finance department as decisions made would have budget implications.
3. Cooperation is stressed with the Administration staff as decisions or actions made would affect the school operations.
4. Co-operation is stressed with the BOG as decisions made should be consistent with SIS-wide polices and guidelines.
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Only shortlisted candidates will be notified.
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