Job Description – Executive Assistant / Personal Assistant to School Director

Position: Executive Assistant / Personal Assistant to School Director
Industry: Education / K–12 School
Location: [Location]
Reporting to: School Director

Role Objective

To provide high-level administrative, coordination and execution support to the School Director, ensuring effective management of the Director’s schedule, communications, meetings, documentation, follow-ups and key priorities.

The role requires high discretion, ownership, organisation and the ability to work independently in a fast-paced school environment.

Key Responsibilities

1. Calendar & Time Management

- Manage the Director’s daily calendar, meetings and appointments.
- Prioritise meetings and requests based on urgency and importance.
- Avoid unnecessary interruptions and ensure effective utilisation of the Director’s time.
- Coordinate internal and external meetings.

2. Communication Management

- Manage calls, emails, messages and correspondence on behalf of the Director.
- Draft letters, emails, notices, presentations and official communications as required.
- Screen and prioritise incoming requests.
- Maintain confidentiality of sensitive information.

3. Meeting Management

- Schedule meetings and circulate agendas/materials in advance.
- Attend important meetings, record minutes and capture decisions/action points.
- Maintain an Action Tracker and follow up with concerned stakeholders.
- Ensure commitments made during meetings are followed through.

4. Follow-up & Execution

- Track important tasks assigned by the Director to different departments.
- Follow up with Principal, Campus Director, HR, Finance, Admin and other stakeholders.
- Highlight delays,



bottlenecks and pending decisions to the Director.
- Ensure important deadlines are not missed.

5. Documentation & MIS

- Maintain confidential files, reports, presentations and correspondence.
- Prepare management reports, dashboards and summaries when required.
- Organise digital and physical records systematically.
- Maintain important documents related to meetings, projects and decisions.

6. Coordination with School Leadership

- Act as a coordination point between the Director and Principal, Campus Director, HR, Finance and other functional heads.
- Coordinate special projects and initiatives assigned by the Director.
- Ensure communication flows smoothly between leadership and relevant departments.

7. External Stakeholder Coordination

- Coordinate with vendors, consultants, education partners, government representatives, institutions and other external stakeholders as directed.
- Schedule appointments and coordinate visits.
- Handle communication with professionalism and discretion.

8. Travel & Event Coordination

- Coordinate the Director’s travel, accommodation and itineraries when required.
- Assist with conferences, meetings, school events and external engagements.
- Ensure all logistical arrangements are completed in advance.

9. Personal Assistance — Where Required

- Manage certain personal appointments, reminders, travel arrangements and confidential administrative matters of the Director.
- Handle personal and skilled priorities with complete discretion.

10. Special Projects

- Assist the Director in research, presentations, business proposals, reports and strategic projects.
- Collect information from various departments and consolidate it for decision-making.
- Take ownership of specific projects until completion.

📌 Executive Assistant / Personal Assistant to School Director (India)
🏢 HRdians Consultancy
📍 India