To provide high-level administrative, secretarial and coordination support to the Director and Principal, ensuring the smooth functioning of their offices. The Executive Assistant will act as a key communication link between the management, academic departments, administrative staff, parents, students and external stakeholders while maintaining confidentiality, professionalism and efficiency.

2. Roles & Responsibilities

A. Executive & Administrative Support

- Manage the daily schedules, appointments and calendars of the Director and Principal.
- Organise meetings, prepare meeting agendas and circulate relevant documents.
- Record, prepare and circulate minutes of meetings and follow up on action points.
- Handle official correspondence, emails, letters and communications.
- Draft reports, notices, circulars, presentations and official documents.
- Maintain confidential files, records and key institutional documents.

B. Coordination & Communication

- Act as a coordination link between the Director, Principal, Heads of Departments, teaching staff and administrative teams.
- Coordinate with internal departments for timely completion of assigned tasks.
- Communicate management instructions and decisions to concerned departments.
- Follow up on pending matters and ensure timely submission of reports.
- Handle telephone calls, visitors and official appointments professionally.

C. Meeting & Event Management

- Coordinate management meetings, academic meetings and institutional review meetings.
- Arrange meeting venues, presentations, documents and other logistical requirements.




- Coordinate institutional events, workshops, seminars and official programmes.
- Ensure timely communication of meeting schedules and event-related instructions.

D. Documentation & Record Management

- Maintain records of official letters, circulars, meeting minutes and management decisions.
- Maintain a systematic filing and documentation system, both physical and digital.
- Prepare periodic status reports on pending tasks and assignments.
- Ensure proper documentation and tracking of important administrative matters.

E. Follow-up & Task Monitoring

- Track instructions and assignments given by the Director and Principal.
- Follow up with respective departments for updates and completion.
- Maintain a task tracker for important decisions, deadlines and pending activities.
- Bring urgent matters and unresolved issues to the attention of the Director and Principal.
- Ensure that important communications and instructions are not overlooked.

F. Confidentiality & Professional Conduct

- Maintain strict confidentiality regarding management decisions, institutional matters, staff information and student records.
- Exercise discretion while handling sensitive communications and documents.




- Maintain professional conduct and effective interpersonal relationships.
- Ensure that information is shared only with authorised persons.

G. General Responsibilities

- Support the Director and Principal in special assignments and institutional projects.
- Assist in preparing presentations, institutional reports and management reviews.
- Coordinate with external agencies, vendors and official visitors whenever required.
- Perform other duties assigned by the Director and Principal from time to time.
- Handle the school EPR

3. Required Skills & Competencies

- Excellent verbal and written communication skills.
- Strong organisational and coordination abilities.
- Proficiency in MS Office, Google Workspace, email and digital documentation.
- Good drafting, correspondence and report-writing skills.
- Time management and multitasking abilities.
- Ability to handle confidential information responsibly.
- Professional etiquette and interpersonal skills.
- Proactive approach, attention to detail and problem-solving abilities.

4. Educational Qualification & Experience

- Graduate in any discipline; preference for Business Administration, Management or related fields.
- 2–5 years of experience in executive assistance, administration or secretarial roles.
- Prior experience in an educational institution will be an added advantage.
- Good command of English; knowledge of additional languages will be beneficial.

Pay: ₹20,000.00 - ₹28,000.00 per month

Benefits:

- Food provided

Work Location: In person

📌 Executive Assistant to the Director Principal (Panaji)
🏢 Sunshine Worldwide School
📍 Panaji