New York Academy is seeking a highly organised, proactive and dependable School Administration Coordinator to support the effective functioning of the Principal's office and coordinate designated administrative processes across the school.

The role combines executive administrative support, communication, documentation, meeting coordination and systematic follow-up on delegated actions.

Working directly with the Principal, the successful candidate will help manage schedules and priorities, prepare correspondence and reports, coordinate meetings, maintain confidential records, follow up with teams and support routine administrative and HR processes.

The role is intended to strengthen the Principal's capacity to focus on academic leadership, school improvement and strategic priorities.

The position is not intended to function as a general-purpose administrator, an independent HR manager or the owner of admissions and marketing.

I. Key Accountabilities Do (Tasks)

A. Executive Support to the Principal

- Manage the Principal's calendar, appointments, meetings and daily schedule.
- Coordinate internal and external meetings, including invitations, agendas, documents and logistical arrangements.
- Identify scheduling conflicts, approaching deadlines and urgent commitments.
- Help the Principal prioritise appointments and administrative requirements.
- Prepare and proofread correspondence, emails, circulars, reports, presentations and briefing documents.
- Organise documents and information required for meetings with the CEO, management, staff, parents and external stakeholders.
- Maintain a structured system for recording decisions, action items, deadlines and follow-up responsibilities.
- Follow up with designated staff on tasks delegated by the Principal and provide concise status updates.
- Maintain the Principal's working files, meeting records and confidential correspondence.
- Coordinate appointments and communications with staff, parents, visitors and external partners.
- Anticipate routine administrative needs and resolve coordination issues proactively.
- Handle confidential information with discretion and maintain appropriate boundaries around access to the Principal.

B. School-wide Administrative Coordination

- Coordinate designated administrative tasks across school functions.
- Maintain trackers for administrative activities, approvals, submissions, commitments and deadlines.
- Follow up with relevant staff on assigned actions and pending documentation.
- Support the preparation and circulation of notices, schedules, meeting records and internal communications.
- Coordinate logistical arrangements for leadership meetings, parent meetings, orientations, workshops and school events as assigned.
- Maintain organised filing systems, registers, document repositories and administrative records.
- Support the consistent implementation of established administrative procedures.
- Identify recurring administrative delays and recommend practical improvements.
- Assist in gathering information and preparing administrative summaries for the Principal.
- Escalate outstanding items, delays and issues requiring management decisions.
- The coordinator is responsible for tracking and follow-up, not for independently assuming the substantive responsibilities of the staff members to whom tasks are assigned.

C. Communication and Documentation

- Draft, proofread and format professional school communications.
- Maintain appropriate records of official correspondence and important communications.
- Ensure documents are accurately prepared and circulated to the intended recipients.
- Track responses, approvals and submissions requiring follow-up.
- Support the preparation of newsletters, parent communications,



meeting notes and internal updates as assigned.
- Maintain version control and appropriate access permissions for confidential documents.
- Ensure communications are professional, accurate, timely and consistent with school expectations.
- Maintain a reliable system for retrieving documents when required by the Principal or authorised staff.

D. Recruitment and HR Administration

- Coordinate interview schedules and candidate communication in consultation with the Principal and designated HR personnel.
- Maintain recruitment trackers and organise candidate documentation.
- Support the collection and filing of staff joining documents, qualifications and employment records.
- Coordinate onboarding schedules, induction arrangements and required documentation.
- Maintain authorised administrative trackers relating to leave, attendance, training and other staff processes, where assigned.
- Follow up on pending staff documentation and administrative submissions.
- Support the coordination of staff meetings, professional development sessions and appraisal-related documentation.
- Maintain confidentiality and restrict access to sensitive personnel information.
- Liaise with the designated HR or finance team on matters requiring their expertise or approval.
- Role boundary: This position provides administrative support to HR. It does not independently manage employee relations, grievances, disciplinary proceedings, payroll, statutory compliance, performance decisions, salary changes or employment decisions. These remain with the designated HR function and authorised management.

E. Leadership and Management Coordination

- Support the Principal in preparing information and documentation required for management reviews and leadership meetings.
- Coordinate requests for information across relevant teams and consolidate responses.
- Maintain action trackers for agreed priorities and report delays or dependencies.
- Assist with gathering information for school improvement initiatives, accreditation or programme-development activities as assigned.
- Support administrative coordination for approved institutional projects.

Ensure that commitments and decisions arising from meetings are documented and followed up.

F. Aziz Nagar Launch and Special Projects

As required, support the administrative preparation for the Aziz Nagar launch by:

- Maintaining readiness trackers and timelines.
- Coordinating meetings and follow-ups with relevant internal teams and external vendors.
- Tracking required documents, approvals and administrative dependencies.
- Coordinating approved event logistics, communications and schedules.
- Escalating outstanding items and risks to the Principal or designated decision-maker.
- Supporting other launch-related administrative projects assigned by the Principal.

The coordinator will not independently approve expenditure, make contractual commitments or assume technical, statutory or operational responsibilities outside the authority delegated to the role.

G. General Office Coordination

- Maintain orderly administrative systems and ensure routine office processes function reliably.
- Coordinate visitor appointments and direct enquiries to the appropriate staff members.
- Support the organisation of school records, supplies and office resources as assigned.




- Coordinate with vendors and service providers for routine administrative requirements.
- Support the timely preparation of documents and information required by school leadership.

Undertake other reasonable administrative and coordination responsibilities assigned by the Principal.

Reporting Structure and Priorities

The School Administration Coordinator reports directly to the Principal.

The role will coordinate with academic, administrative, HR, finance, admissions and other teams as required. However, the Principal will determine priorities when requests from different functions compete with the needs of the Principal's office.

The role's priorities are:

- Principal's office: Schedule management, correspondence, meeting preparation, documentation and follow-up.
- Administrative coordination: School-wide administrative trackers, documentation, deadlines and approved projects.
- HR and other functional support: Routine administrative assistance as required and agreed with the Principal.

The role will not independently own admissions, marketing, school-wide event management, budget management or HR management.

II. Key Accountabilities Display (Competencies)

Candidates will be assessed on:

- Quality of written communication.
- Calendar and meeting-management skills.
- Ability to prepare accurate minutes, trackers and reports.
- Organisation, prioritisation and follow-through.
- Judgement and confidentiality.
- Ability to coordinate tasks across multiple teams.
- Professional communication and interpersonal skills.
- Ability to work independently and anticipate the Principal's needs.

Personal Attributes

The successful candidate should be:

- Proactive and able to anticipate routine requirements.
- Organised, reliable and comfortable managing competing priorities.
- Clear, skilled and tactful in communication.
- Discreet and trustworthy when handling confidential information.
- Comfortable following up with colleagues at different levels of seniority.
- Able to distinguish routine decisions from matters requiring the Principal's attention.
- Solution-oriented and calm when managing competing deadlines.

III. Key Accountabilities Deliver (KPIs)

The successful candidate will establish reliable systems for:

- Managing the Principal's schedule and administrative priorities.
- Preparing accurate communications and meeting documentation.
- Tracking decisions, delegated actions and deadlines.
- Coordinating administrative and routine HR processes.
- Reducing avoidable administrative interruptions for the Principal.
- Improving follow-through across designated teams.
- Supporting the timely completion of school-wide administrative projects.

III. Qualifications and Experience

Essential

- Bachelor's degree in Business Administration, Management, Education, Office Administration or a related field preferred.
- Ideally 47 years of relevant experience in executive assistance, school administration, office coordination or a comparable role.
- Excellent written and spoken English.
- Strong proficiency in Microsoft Office or Google Workspace, including documents, spreadsheets, presentations, email and calendars.
- Demonstrated ability to manage schedules, competing priorities and follow-up tasks.
- Strong attention to detail and document-management skills.
- High standards of discretion, integrity and confidentiality.
- Ability to communicate professionally with staff, parents, management and external stakeholders.

Preferred

- Experience supporting a Principal, Head of School, CEO or other senior leader.
- Experience in an international school or educational institution.
- Experience coordinating recruitment administration and onboarding.
- Experience preparing meeting minutes, reports, trackers and formal correspondence.

📌 School Administration Coordinator (Hyderabad)
🏢 Sree Vidyanikethan Educational Trust (SVET)
📍 Hyderabad