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Personal Assistant to the Head of School

International School Sai Gon Pearl
Updated: 07/10/2019

Employment Information


  • Training & Development

Job Description

Term of Employement:

Cognita Schools are committed to safeguarding and promoting the welfare of children and young people and expects all staff, volunteers and other third parties to share this commitment. Safer recruitment practice and pre-employment background checks will be undertaken before any appointment is confirmed. Appointment is subject to an enhanced Disclosure and Barring Service (DBS) check for regulated activity (if the candidate has lived in the UK) and/or criminal/police or equivalent background checks for all other countries inhabited (irrespective of whether you worked in those countries)

Position Objective

Assist the ISSP Head and Deputy Head in their activities in a confidential and efficient manner.


Personal Assistant to the Head of School reports directly to the Head of School on a daily basis, and perform a full range of duties, including but not limited to:

  • Maintain shared calendars: appointments, meetings, events, daily activities etc.

  • Screen phone calls, enquiries and requests and handle them as appropriate;

  • Deal with incoming letters, emails, faxes, and post, regular correspondence on behalf of the Head/ Deputy Head;

  • Attend necessary meetings and record minutes, recap previous meetings before the next meeting starts. Attend staff meetings and take notes to have general ideas about what’s going on in the academic side for further general support.

  • Receive, screen and classify documents before submitting them to the Head and Deputy Head for their approval;

  • Explain/ brief the Head/ Deputy Head with special documents and documents which are written in Vietnamese;

  • Maintain and regularly update school files, including confidential personal files of staff;

  • Interpret for non-English speaking visitors;

  • Translate letters and memos in and out as required;

  • Ensure school memberships/ directories are updated, accurate and activated;

  • Arrange business and non-business activities (Head, Deputy Head, Visitors)

  • Book airlines, reserve accommodation, arrange transportation, etc;

  • Collect necessary information and make travel packages for the travelers;

  • Support with reference check and following up, maintain networking contacts and suggesting TA/teachers/substitute teachers for HoS to consider.

  • Perform logistics for events at school level;

  • Make arrangements for Orientation Programmes for new teachers, for the whole faculty, new students and parents;

  • Make arrangements for whole school meetings;

  • Make arrangements for whole school PD days at the School;

  • Make arrangements for CIS/ NEASC/ Cognita Auditor Visits;

  • Support and organize events hosted by Head/ Deputy Head

  • Oversee transportation and welcome schedules;

  • Arrange facilities, catering, services to ensure events go smoothly;

  • Collect documentations for various programmes as requested;

  • Ensure communication between the Head and Deputy Head with departments and faculties;

  • Distribute letters and packages to staff and students;

  • Liaise with bodies in the school (PTO, AC, Health and Safety Committee, Departments);

  • Convey information from the Head/ Deputy Head to outside agencies and vice versa;

  • Support HR by ensuring staff leave forms are completed and sent to HR;

  • Assist the Head and Deputy Head in emergency response situations;

  • Maintain emergency contact information;

  • Contact external organizations/ companies when requested;

  • Be able to use the emergency response system and auxiliary equipment (need to maintain training with the emergency system);

  • Manage the absences and covering of staff

  • Be familiar with ISSP Health and Safety Policies and ISSP Safeguarding Policies

  • Attend staff meetings and serve on committees as required

  • Arrange TA covering and Substitute teachers to classes when TA(s) / Teacher(s) are absent, follow up and records for HR do the payment.

  • Support in managing and recording staff absence, report to HoS the general absence overview and discuss about how to improve it.

  • Contact point between Parents and HoS to ensure appropriate communication is made, and ensure appropriate understanding regarding school policy, procedure, as well as the values and mission of ISSP, advocating positively to parents.

  • Guiding parents for their requests directed to the appropriate department.

  • Providing support to departments in support of excellence outcomes

  • AttendS the Safeguarding Meetings and is responsible for translation/interpreting for safeguarding meetings with parents.

  • Taking notes and keeping school event calendar, get the necessary event information and kept them informed to relevant front desk staff to guide parents when they need support from school.

  • Working in collaboration with our receptionist and admission to ensure all stakeholders have a positive customer experience.

Job Requirement

  • Exceptional communication skills both in English and Vietnamese

  • Exceptional organisation and time management 

  • Positive and pleasant disposition

  • Excellent interpersonal Skills

  • High levels of systems competency

  • Manages pressure

More Information

  • Age: Unlimited
  • Job type : Permanent

Company Overview

International School Sai Gon Pearl

www.ishcmc.comCompany size: 300-500
Employment Condition: Cognita Schools are committed to safeguarding and promoting the welfare of children and young people and expects all staff, volunteers...Detail

Personal Assistant to the Head of School

International School Sai Gon Pearl

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