Pa to The Principal

**Job Description - Executive Assistant to PA**

**Position -Executive Assistant**

**Responsible to - Principal KVM**

**Role**

Performs a wide variety of confidential, administrative and secretarial tasks in support of the Principal and the Manager (IF ASSIGNED) in the head office of KVM.

**Key Competency Requirements**
- Proficient in secretarial tasks and office management
- Ability to access information and implement research / project guidelines
- Skill in managing changes in administrative problem and process
- Effective interpersonal skills and verbal and written communication
- Anticipate needs by planning and organizing predictable workflow
- Problem solving skills
- Proficient in Microsoft office suite (Word, PowerPoint, Excel) with the ability to learn new or updated software.
- Maintain confidentiality of any and all leadership team discussions and sensitive information
- Ability to work with discretion and diplomacy
- Ability to communicate effectively in English

**Specific Responsibilities**

**EXECUTIVE FUNCTIONS**
- Assist in all administrative functioning of the office of the Principal, the Manager and SKLT (if assigned).
- Research responsibilities - perform internet (Google, etc.) research as directed by the Principal or the Manager.
- Preparation and management of appointment calendar and events, and schedule of the Principal and the Manager. In addition, coordinate schedule of Trustees if they visit the School.
- Scheduling of meetings, appointment and travel arrangements of the Principal and the Manager.
- Coordinates special events, functions and meetings (invites, RSVPs, catering, equipment, staffing).
- Maintain record of social calendar including data base of invitees by Principal.
- Preparing agenda for Academics / Admin / any other imperative meeting pertaining to school.
- Preparing MOM ( minutes of meeting) for Academics / Admin / any other imperative meeting pertaining to school and taking follow up on discussed points.
- Typing official letters / circulars/ notices and compiling reports and data as per requirement, preparing presentations.
- Drafting responses to incoming correspondence on School website.
- E-mail management of the Principal as advised.
- Responsible for city co-ordination, Sahodaya etc works as assigned by the Principal
- Responsible to work on UDISE, OASIS and E-PUNJAB etc portal ( as and when required)
- Liaison promptly and efficiently with external organizations as required

**OFFICE ADMINISTRATION**
- General housekeeping chores for keeping office neat, clean and efficient looking.
- Maintenance of personal and official files of the Principal and Manager.
- Maintenance of office equipment on charge of’ Office (computers, printer, phones and furniture). This will include ledger inventory and periodic maintenance.
- Managing visitors to Principal’s office to include:

- Reception
- Arranging hospitality
- Maintenance of record of visitor attendance
- Telephone management, including updating telephone directory and

Maintaining folder on business cards category-wise
- Maintain petty cash, if assigned.
- Provide office equipment and stationery.

**SOCIAL MEDIA DUTIES**
- Monitor KVMAA Facebook page to ensure posting are not harmful to the school.
- Monitor school’s online presence on social media platforms to check for inaccuracies, outdated info, etc

**ALUMNI RESPONSIBILITIES**
- Implement predefined process to encourage graduating 12th class seniors to join alumni association.

**Salary**: ₹30,000.00 - ₹35,000.00 per month

**Benefits**:

- Health insurance

Schedule:

- Morning shift

Ability to commute/relocate:

- Ludhiana, Punjab: Reliably commute or planning to relocate before starting work (required)

**Experience**:

- total work: 1 year (preferred)

Application Deadline: 19/06/2023