Role & responsibilities :

The Executive Assistant provides high-level administrative, secretarial, and operational support to the Director (Head of Schools). The role serves as the primary point of contact between the Director's office and internal and external stakeholders including school principals, staff, parents, government/education authorities, and vendors. The position demands exceptional organizational ability, discretion in handling confidential matters, and the professionalism to represent the Director's office at all times.

1. Calendar, Scheduling & Correspondence

- Manage the Director's calendar: schedule meetings, appointments, school visits, and reviews; resolve conflicts and prioritize commitments. • Screen, draft, and manage correspondence (emails, letters, circulars, notices) on behalf of the Director, ensuring timely and accurate responses. • Handle incoming calls and visitors to the Director's office with tact and professionalism.

2. Meeting & Event Coordination

- Prepare agendas, compile background documents, and circulate materials ahead of leadership, and management committee meetings. • Record accurate minutes of meetings, track action items, and follow up with stakeholders on deliverables and deadlines. • Support planning and execution of key school events, ceremonies, inspections, accreditation visits, and VIP/dignitary visits.

3. Communication & Stakeholder Liaison

- Act as a bridge between the Director's office and school principals, heads of departments, administrative teams, and the trust/management. • Coordinate communication with parents, education boards (e.g., CBSE), government departments, and external partners as directed.



• Ensure significant information flows accurately and promptly between the Director and all stakeholders.

4. Documentation & Reporting

- Prepare presentations, reports, MIS summaries, and briefing notes for the Director. • Maintain systematic filing (physical and digital) of policies, approvals, contracts, compliance documents, and confidential records. • Track school-wide data and reports (enrollment, academic reviews, audits) required by the Director for decision-making.

5. Travel & Logistics

- Arrange domestic/international travel, accommodation, and itineraries for the Director. • Prepare travel expense reports and manage reimbursements.

6. Confidentiality & Office Management

- Handle sensitive matters HR issues, performance reviews, legal/compliance documents, strategic plans with absolute confidentiality. • Manage day-to-day functioning of the Director's office, including supplies, records, and coordination with support staff. • Undertake special projects and assignments as delegated by the Director.

Preferred candidate profile

- Bachelor's degree in any discipline (Master's degree or qualification in Business Administration / Secretarial Practice preferred).
- 2-5 years of experience as an Executive Assistant / Executive Secretary, preferably supporting senior leadership.
- Prior experience in the education sector (schools, universities, or educational trusts) is a strong advantage.
- Excellent command of written and spoken English; proficiency in [regional language, e.g., Hindi/Marathi] preferred.
- Advanced proficiency in MS Office (Word, Excel, PowerPoint, Outlook), Google Workspace, MIS, Power BI, and virtual meeting tools (Zoom/Teams/Meet).

Interested candidates can share CVs to [email protected]

📌 Executive Assistant To the Director (Head of Schools) (Pune)
🏢 Ethiqual Global
📍 Pune