Executive Assistant

  • icon Full Time
  • icon Ain Khaled

The Executive Assistant plays a key role in contributing to the efficient management and operation of the Principal’s office in the provision of a range of administrative, governance and systems support to the Principal, members of the senior leadership team and the School Board. The role includes managing the day-to-day running of the school within tight timescales and in a fast-paced environment.

Job Details

  • Department: Administration
  • Reports to: The Principal
  • Office Location: Doha British School
  • Working Days: Sunday – Thursday
  • Hours of Work: 7:00am-3:00pm 

The Executive Assistant plays a key role in contributing to the efficient management and operation of the Principal’s office in the provision of a range of administrative, governance and systems support to the Principal, members of the senior leadership team and the School Board. The role includes managing the day-to-day running of the school within tight timescales and in a fast-paced environment.

The Executive Assistant works with discretion and confidentiality and is the first point of contact for monitoring communications and workflow to and from the office, coordinating meetings and appointments, document management, and preparation of information and correspondence.

The Executive Assistant acts as an ambassador, presenting a professional, warm, positive and welcoming presence, and will engage with the wider School community in a manner that brings credit to the School and to the office of the Principal.

Key Aspects of the Role

  • Provide executive and administrative support and assistance to the Principal.
  • Work with discretion, diplomacy and confidentiality.
  • Manage the Principal’s diary including scheduling/arranging meetings, booking meeting rooms, email management, filing and records management.
  • Briefing the Principal of upcoming events and appointments.
  • Manage initial telephone enquiries and requests to the Principal and redirect where appropriate.
  • Manage day to day correspondence and preparation of letters, reports, presentations and other material as required including those relating to the school and external authorities.
  • Attend Board and Senior Leadership Team meetings, agenda preparation, record minutes and prepare/distribute follow up actions.
  • Liaise with Corporate Services to facilitate internal and external functions.
  • Set up and arrange catering for conferences and professional development programmes.
  • Organise the Principal’s attendance at local and overseas conferences including registration, travel and any visa requirements.
  • Liaise promptly and efficiently with external organisations as required.
  • Willingness to undertake other duties as requested by the Principal.
  • Assisting in the preparation of documentation for major accreditations and audits of the school.
  • Liaising with the Procurement department in organisation the travel and stay of external school guests
  • Diary and task management of Heads of Schools and the Senior Leadership Team.
  • Creation of all yearly school calendars and the distribution thereof. 
  • Coordinating with the Heads of Schools in the creation of weekly SLT Meeting Agendas, attending these meetings and distribution of meeting minutes.
  • Obtaining approval from the Principal and Heads of School for the distribution of all parent-teacher communications.
  • Creation, communication and compiling findings of Parent and Staff Surveys.
  • Creation and distribution of school directories.
  • Assisting the Principal in providing staff and student references. 
  • Arranging social events for staff and the school community. 
  • Assisting in the preparation of documents pertaining to Board of Governors Meetings and attending where required.
  • To establish constructive relationships and communication with other agencies/professionals.
  • Holding all school policies central and ensuring the policies are reviewed yearly and updated accordingly.
  • To be available at short notice to support the Principal and Heads of School when unforeseen events require action.


Additional Aspects of the Role


HR Related Matters

  • In conjunction with the Principal, liaise with the HR Department, to ensure appropriate guidance is followed with regards to all staff matters.
  • Under the direction of the Principal, and with guidance from the HR Department, produce letters and other HR documentation as appropriate.
  • Obtaining staff intentions for the upcoming academic year. After which contract renewals and/or termination of contracts is distributed.
  • Take an active role in assisting the Principal, Senior Leadership Team and HR in the annual recruitment process, from beginning to end
  • Assisting HR in the onboarding process
  • Ensuring all school policies and procedures on hand are updated and distributed to members of staff.
  • Posting internal job advertisements and scheduling interviews in coordination with HR.
  • Assisting HR in the preparation and assignment of teacher’s accommodation and/or housing allowances, including yearly requests for the re-assignment of such.
  • Designing and distribution of Staff Handbooks for new and existing staff members.
  • Creation and coordination of staff induction/INSET programmes.
  • Coordinating with the British Embassy to deliver induction presentations to newly joined staff.
  • Coordinating and assisting HR with the arrival of new staff members including airport pick ups.
  • Conducting pre-arrival accommodation checks and welcome pack distributions.
  • Host Staff Forums in coordination with HR to address staff grievances and promote the wellbeing of staff members. 
  • Assisting in the completion and storage of Performance Management documentation.
  • Assisting the Principal and HR with documents related to staff resignations & warning letters.
  • Assisting HR with employee relations.
  • Verifying and distributing school organisational charts.


Marketing Related Matters

  • Designing, collating and editing materials to publish weekly Primary and Secondary School Newsletters. 
  • Assisting the Marketing Officer with the collection, editing and publishing of the school’s Yearbook.
  • Arranging and coordinating yearly school and staff photographs.
  • Assistance and coordination of school events.


Workplace Health and Safety

  • Follow all health and safety regulations.
  • Report any equipment or incident that is hazardous or has the potential to affect the health and safety of the workplace and its people.


Child Safety

  • Engage in Child Safe Practices in accordance with School’s Child Safe policies and procedures.
  • Confident in working autonomously and in a team setting to produce quality outcomes.
  • Clear sense of initiative and personal accountability.
  • Exemplary interpersonal skills including negotiation, influencing, conflict resolution and active listening.
  • High level written and verbal communication skills including attention to detail and accuracy.
  • High level problem solving skills.
  • Excellent planning and organisational skills.
  • Effective time management skills and ability to prioritise workload efficiently.
  • Confidence in providing information to students, parents, staff and the general public.
  • Confidence in assisting leadership staff and in managing sensitive information.
  • Proficient in Microsoft Office suite.
  • Proficient in organising and coordinating meetings and events.
  • Genuine interest in the School, students and families within the School Community.
  • College or University graduate in Administration or Languages.
  • Minimum two years’ experience in administration or similar field.
  • Customer relations in previous job.
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  • Personal Details
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  • General

Executive Assistant

  • icon Full Time
  • icon Ain Khaled

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