Administrative Secretary

Job title : Administrative Secretary

Description

• As part of our commitment to maintaining high standards of professionalism and service delivery, we are seeking an intelligent, highly organised and experienced Administrative Secretary to join our team.
• The successful candidate will provide high-quality administrative and secretarial support to the School Management Team and will be expected to demonstrate excellent communication skills, sound judgment, discretion, and the ability to manage multiple priorities in a fast-paced school environment.

Key Responsibilties
The successful candidate will be responsible for:

• Providing efficient and proactive secretarial and administrative support to the School Management Team.
• Managing official correspondence, emails, letters, reports, and other administrative documentation.
• Preparing meeting agendas, taking accurate minutes, and following up on agreed action points.
• Managing calendars, appointments, meetings, and schedules for designated members of Management.
• Maintaining accurate, confidential and well organised physical and electronic filing systems.
• Drafting and preparing reports, presentations, memos, notices and other official communications.
• Receiving, screening and directing telephone calls, correspondence and visitors professionally.
• Coordinating internal and external communication and ensuring timely follow up on requests.
• Supporting the planning and coordination of meetings, events and other school activities.
• Maintaining proper records and ensuring important documents are easily accessible when required.
• Following up on assigned tasks, deadlines and management decisions to ensure timely execution.
• Handling confidential and sensitive information with the highest level of discretion.
• Liaising professionally with parents, staff, service providers and other stakeholders.
• Supporting other administrative activities as may be required to ensure the smooth running of the school.
• Carrying out any other reasonable duties assigned by Management.

Qualifications and Experience
Candidates must meet the following requirements:

• A Bachelor's Degree from a reputable A-list university with a minimum of Second Class Upper Division (2:1) in Business Administration, Secretarial Administration, Office Management, Management, or a related discipline.
• A minimum of 3 years' relevant experience in an administrative, executive support, or secretarial role.
• Previous experience working in a reputable school, educational institution, or structured corporate environment will be an added advantage.
• Excellent written and verbal communication skills, with strong attention to grammar, spelling and professional correspondence.
• Advanced proficiency in Microsoft Office applications, particularly Word, Excel, PowerPoint and Outlook.
• Good knowledge of Google Workspace and other digital administrative and collaboration tools.
• Strong organisational, planning and time management skills.
• Excellent attention to detail and the ability to maintain accurate records.
• Ability to manage multiple tasks, priorities and deadlines effectively.
• High level of professionalism, discretion and confidentiality.

The Ideal Candidate
The ideal candidate should be:

• Intelligent, articulate and highly organised.
• Professional, mature and well presented.
• Proactive and able to anticipate administrative needs.
• Trustworthy and capable of handling confidential information responsibly.
• An excellent communicator with strong interpersonal skills.
• Resourceful, dependable and able to work with minimal supervision.
• Calm, composed and effective under pressure.
• Detail oriented with a high standard of accuracy.
• Able to build and maintain positive working relationships with different stakeholders.
• Committed to excellence, accountability and continuous improvement.
• Respectful of Pinefield Schools' Christian foundation and willing to uphold and support the values and ethos of the school.