Personal Assistant to the Elementary & Middle School Principal

Kazakhstan International School Astana

  • Нур-Султан
  • Постоянная работа
  • Полная занятость
  • 4 д. назад
The Personal Assistant (PA) the Elementary & Middle School Principal provides high-level administrative, organizational, and operational support to ensure the efficient functioning of the division.This role requires discretion, strong organizational skills, excellent communication, and the ability to manage multiple priorities in a dynamic international school environment. The PA acts as a key liaison between the Principal, parents, staff, HR, medical personnel, and external stakeholders.The position requires strong multilingual communication skills, as the PA will regularly communicate with families and staff in English, Kazakh, and Russian.Key Responsibilities1. Principal Administrative SupportManage the Principal’s daily and long-term calendar.Schedule internal and external meetings.Arrange appointments and coordinate availability with staff and parents.Set up interviews for recruitment (scheduling, communication, logistics).Prepare meeting materials when required.Take minutes during Principal meetings.Distribute meeting minutes promptly and accurately after meetings.Maintain confidential records and documentation.2. Student Attendance & Punctuality OversightMonitor student attendance daily.Ensure accurate attendance marking in Toddle.Follow up on missing or inconsistent attendance records with homeroom teachers.Follow up with homeroom teachers regarding missing or unclear attendance.Contact parents when absences are not reported starting from 9:00 am dailyUpdate Toddle with documented absence reasons.Post daily absences in the designated Absences WhatsApp group by 10:00 amCommunicate with parents regarding:Student absencesAttendance concernsRequired documentationTrack patterns of:Frequent absencesLate arrivalsRepeated late pick-upsAssist the Principal in contacting families regarding attendance or punctuality concerns.Maintain organized records of late arrivals and late pick-ups.Prepare attendance summaries when required.3. Late Pick-Up & Safeguarding SupportSupport the Principal in contacting parents in cases of late pick-up.Track and document repeated late pick-ups.Ensure proper recording of incidents in alignment with school policy.Escalate concerns to the Principal when necessary.4. Parent Communication & Meeting CoordinationServe as a primary administrative contact for parents regarding:Attendance matters
Absence documentationMeeting requests with the PrincipalCommunicate clearly and professionally in English, Kazakh, and Russian.Schedule and confirm parent meetings.
Prepare meeting schedules and ensure necessary documentation is ready.Maintain a polite, calm, and solution-oriented tone in all communication.5. Staff Attendance & HR LiaisonMaintain and track staff attendance records.Ensure documentation accuracy.Liaise with the HR Department at the end of each month regarding attendance summaries.Support documentation processes aligned with HR policies.6. Medical Office LiaisonLiaise with the school medical officers regarding:Students medical documentation related to absencesRequired health documentationSupport information transfer between:Medical officeHomeroom teachersPrincipalEnsure proper documentation and secure record-keeping in alignment with confidentiality requirements.Support tracking of medically related absences when required.7. After-School Activities (ASA) Administrative SupportWork in collaboration with the ASA Coordinator to support student placement processes.Assist with communication related to ASA enrollment and attendance.Provide administrative assistance to the ASA Coordinator as directed by the Principal.Note: The PA supports the ASA Coordinator but does not coordinate or manage the ASA program.8. Recruitment & Interview SupportCoordinate interview scheduling.Communicate with candidates professionally.Organize interview logistics.Prepare documentation required for recruitment processes.9. Operational & Organizational SupportMaintain organized students and staff records and digital documentation systems.
Support documentation preparation for accreditation, reporting, or administrative processes when required and as assigned.Assist with preparation of reports, letters, or official communications as directed by the Principal.Professional ExpectationsThe Personal Assistant must:Maintain strict confidentiality at all times.Demonstrate exceptional organizational skills and attention to detail.Exhibit high levels of discretion and professionalism.Communicate clearly and respectfully with staff, parents, medical personnel, and leadership.Be proactive, solution-focused, and efficient.Demonstrate strong time management skills.Remain calm under pressure and manage multiple priorities.Model professionalism in appearance and conduct.Follow safeguarding procedures strictly.Model reliability and punctuality.Qualifications & Key CompetenciesBachelor’s degree preferred.Experience in an administrative role (school environment preferred).Strong proficiency in English (professional working level required).Strong language skills in Kazakh and Russian (spoken and written required).Proficiency in school management systems (e.g., Toddle) and Google Workspace.Strong documentation and minute-taking skills.Ability to work independently while aligning with leadership direction.Understanding of international school culture and confidentiality expectations.Safeguarding & ComplianceEmployment is subject to background checks, reference checks, verification of credentials, and completion of mandatory safeguarding training. All staff share responsibility for student welfare and must follow school safeguarding procedures.KIS is more than academics, more than a school - we are a community with a strong vision & mission.We are pleased to introduce you to Kazakhstan International School (KIS) - Astana. Eventually we plan to offer the IB Programme for Kindergarten through Grade 12 with a rich array of academics, arts, and athletics in a setting that inspires excellence and a love for learning. At the start, from August 2024, we will begin with Kindergarten through Grade 4 (PYP*).Founded in 1998, KIS has made student-centered, inquiry-based learning a priority from the start. From our beginnings as the first Montessori based kindergarten in Almaty, Kazakhstan, we have consistently made decisions with a clear goal in mind: supporting quality student learning and social-emotional growth. With that goal in mind, KIS Astana will develop to become one of a select number of world schools to offer the full IB continuum: PYP (Reception Class to Grade 5), MYP (Grades 6-10) and DP (Grades 11-12).At KIS, we are more than academics; we are a learning community of students, parents, teachers, and staff working together to create a school culture that ensures a world-class, international education.Motto: More than Academics.
Vision: To be a caring, impactful community that excels in learning and in life.
Mission: The KIS community nurtures a growth mindset through a holistic education that connects cultures.

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