Administrative Assistant at Kitengela International School

Job Summary:

• The overall job purpose is to assist the Head of School in the planning, organization, coordination, administration, and management of assigned school’s activities and program.

Duties and Responsibilities:

• Organize and maintain school records, including student files and staff records.
• Coordinate school events and activities, including parent-teacher conferences and field trips.
• Manage the entire front office operations and direct visitors and parents as required; ensure cleanliness at all times.
• Maintain accurate attendance records and monitor student attendance.
• Process and maintain student enrollment and withdrawal records.
• Assist with the preparation and distribution of school newsletters and other communications.
• Attend school board meetings and take minutes as required.
• Prepare prospective students for entry examinations and tests.
• Prepare and distribute meeting agendas and minutes in a timely manner.
• Answer phone calls and respond to emails promptly.
• Coordinate the lost and found items for the school and ensure students receive their items.
• Provide support to teachers and staff as needed (e.g., assist in printing exams).
• Order and maintain inventory of school supplies and materials.
• Maintain confidentiality of all school records and information.
• Schedule appointments and meetings for school staff, parents, and students.
• Collaborate with school staff to improve administrative processes.
• Distribute and collect textbooks and stationery for the school.
• Provide backup support to other administrative staff when needed.
• Plan and manage the boardroom utilization and facilitate meeting meals.
• Perform any other responsibilities assigned to the jobholder by the supervisor from time to time.

Qualifications:

• Bachelor’s Degree in Business Management/Secretarial Studies from a recognized Institution.
• Minimum of 3 years’ experience in a similar role; school setting will be an added advantage.
• Experience in using management information systems and routine office systems.
• Computer literate and able to use various Microsoft programs including Word, Excel, PowerPoint, etc.

Desired Competencies and Attributes:

• Good communication skills (both verbal and written) as well as presentation skills.
• Possess good organizational skills and excellent customer service skills.
• Excellent time management skills and the ability to prioritize work.
• Ability to handle multiple and conflicting priorities under strict deadlines.
• High standard of Integrity and Ethical practice.
• Attention to detail and problem-solving skills.
• Ability to work effectively with other team members.