SAI International Residential School (SIRS), Cuttack, Odisha

Position: Secretary to the Headmaster Department: Administration / School Office Reports To: Headmaster Location: Residential School Campus, Cuttack, Odisha

Job Summary

The Secretary to the Headmaster will provide comprehensive secretarial, administrative, and coordination support to the Headmaster to ensure the smooth and efficient functioning of the school office. The role involves managing the Headmasters schedule, handling official correspondence, maintaining confidential records, coordinating with academic and administrative departments, and facilitating communication among staff, students, parents, and other stakeholders. In a residential school environment, the position also requires coordination related to hostel administration, student welfare, and school activities, as assigned by the Headmaster.

Key Responsibilities

1. Secretarial and Administrative Support

- Manage the Headmasters daily schedule, appointments, meetings, and calendar.
- Handle incoming and outgoing correspondence, emails, telephone calls, and official communications.
- Draft, proofread, and circulate letters, notices, circulars, minutes of meetings, reports, and other official documents.
- Maintain an organised filing system for physical and digital records.
- Ensure timely follow-up on instructions, pending matters, and action points assigned by the Headmaster.
- Arrange meetings, prepare agendas, record minutes, and monitor the implementation of decisions.

2. Academic and School Coordination

- Coordinate with the Director Academics, Principal, Deans, Heads of Departments, teachers, and administrative staff as required.
- Assist in preparing academic reports, school calendars, examination schedules, meeting records, and other school-related documentation.
- Facilitate communication regarding academic activities, school events, staff meetings, and key deadlines.
- Collect information and reports from various departments and submit them to the Headmaster within stipulated timelines.
- Support the implementation and monitoring of school policies, procedures, and instructions issued by the Headmaster.

3. Residential and Hostel Coordination





- Coordinate with hostel wardens, house parents, pastoral care teams, infirmary staff, and other residential departments regarding student-related matters.
- Assist in maintaining records and reports relating to student attendance, discipline, welfare, and residential activities, as assigned.
- Facilitate communication regarding student emergencies, health concerns, parent enquiries, and other sensitive matters, following the schools established protocols.
- Coordinate arrangements for school functions, residential activities, parent visits, and official campus events.
- Ensure that student-related information is handled confidentially and escalated to the appropriate authority whenever necessary.

4. Record Management and Confidentiality

- Maintain confidential files, reports, correspondence, meeting minutes, and official records of the Headmaster’s office.
- Handle sensitive information relating to students, parents, staff, and school administration with discretion.
- Ensure accurate documentation, timely retrieval, and secure storage of records.
- Maintain trackers for important deadlines, approvals, pending tasks, and departmental submissions.

5. Communication and Stakeholder Management

- Serve as a coordination point between the Headmaster’s office and internal and external stakeholders.
- Respond to routine enquiries professionally and direct matters requiring approval or intervention to the appropriate authority.
- Coordinate parent meetings, official visits, appointments, and school-related interactions.
- Ensure timely and accurate communication of instructions, decisions, and updates.

6. General Responsibilities

- Assist with school inspections, audits, accreditation requirements, and preparation of official documentation.




- Support the organisation and execution of school events, meetings, and institutional programmes.
- Perform other secretarial and administrative duties assigned by the Headmaster from time to time.
- Maintain professionalism, punctuality, discipline, and a service-oriented approach in all official dealings.

Educational Qualification

- Bachelor’s degree in any discipline from a recognised university.
- Additional qualifications or certification in secretarial practice, office administration, or business administration will be an advantage.

Experience

- Minimum 3–8 years of experience in a secretarial, executive assistant, or administrative coordination role.
- Experience in a school, educational institution, or residential school will be preferred.

Required Skills and Competencies

- Excellent written and verbal communication skills in English.
- Strong drafting, proofreading, documentation, and record-management skills.
- Proficiency in MS Office, particularly Word, Excel, PowerPoint, Outlook, and digital record-management systems.
- Excellent organisational, multitasking, and time-management abilities.
- Strong interpersonal skills and the ability to coordinate effectively with different departments.
- High levels of confidentiality, integrity, discretion, and professional conduct.
- Ability to work independently, prioritise tasks, and meet deadlines.
- Calm and effective handling of urgent situations and sensitive student-related matters.
- Flexibility to support school programmes and residential activities beyond routine office hours when required.

Key Performance Indicators (KPIs)

- Timely and accurate completion of correspondence, reports, and documentation.
- Effective management of the Headmaster’s calendar, appointments, and meetings.
- Timely follow-up and closure of assigned action points.
- Accuracy, organisation, and confidentiality of official records.
- Effective coordination between academic, administrative, and residential departments.
- Responsiveness to official communications and stakeholder enquiries.
- Compliance with school policies, procedures, and reporting timelines.

📌 Secretary To Headmaster (Cuttack)
🏢 SAI International School
📍 Cuttack