Personal Assistant

10 hours ago

Surabaya, East Java, Indonesia Great Crystal International School (Surabaya) Full time

1. Administrative & Schedule Management

  • Coordinate supervisor's daily/weekly/monthly schedule (meetings, site visits, events); prioritize appointments and resolve conflicts.
  • Prepare meeting agendas, distribute pre-meeting materials, take accurate minutes, and follow up on action items with stakeholders.
  • Manage calendar updates; communicate changes to staff/parents/partners promptly and clearly.

2. Communication & Stakeholder Liaison

  • Serve as primary liaison between supervisor and internal/external stakeholders (staff, parents, district officials, partners):

  • Screen calls/emails/inquiries; respond to routine requests independently (per guidelines).

  • Draft/edit/proofread school documents (memos, parent letters, reports) – tailored to audience (e.g., empathetic parent communications, formal district reports).
  • Address parent/student inquiries about policies (enrollment, attendance) with clarity; escalate complex issues to supervisor.

3. Marketing & Promotional Support (Core Skill Area)

  • Assist in school marketing initiatives:

  • Draft content for school channels (social media posts, website updates, newsletter articles) – highlight student achievements, events, or program offerings.

  • Coordinate promotional materials (flyers for open houses, brochures for new programs): liaise with designers/printers, ensure alignment with school branding.
  • Support event promotion (parent-teacher conferences, open houses): create social media reminders, distribute digital/physical invites to target audiences.
  • Track basic marketing metrics (e.g., newsletter open rates, social media engagement) and summarize insights for supervisor.

4. Event & Project Coordination

  • Plan/execute school events (workshops, graduation, open houses):

  • Coordinate logistics (venue, catering, materials) + communicate details to participants.

  • Integrate marketing elements (e.g., event photography for social media, post-event follow-up emails).

  • Assist in school projects (curriculum review, enrollment drives):

  • Collect data (enrollment stats, feedback) + prepare progress reports with clear, actionable insights.

  • Support enrollment marketing: help create welcome packets, follow up with prospective parents via email.

5. Document & Logistics Management

  • Organize confidential school records (student/staff documents) in compliance with privacy regulations (FERPA, local rules).
  • Manage digital/physical filing systems; back up electronic records.
  • Arrange supervisor's travel (conferences, district meetings): book logistics, prepare itineraries, and share details with relevant contacts.
  • Maintain office supplies; coordinate with admin team for inventory.

6. Ad Hoc Tasks

  • Fulfill supervisor-assigned tasks (e.g., emergency school communications, temporary admin coverage).
  • Support cross-departmental marketing collaborations (e.g., working with teachers to promote student clubs).

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