Job Description

Job Title
Executive Secretary
School / Location
School / Department
High School Counselor Office
Job Status
Salary Code
Support Staff
Work Days / Hours
210 days @ 7 hours per day
Eligible Applicants
Position Start Date
As soon as possible
Application Deadline
Until filled
Reports to
Nehla Lejmi, Assistant Principal
Requisition Number

The Executive Secretary will be part of a small dynamic team staffing the High School Counselor Office. The position is primarily responsible for providing administrative and secretarial support to the HS Counselor and administrative team as well and maintaining a close working relationship with High School staff and parent body.

The position will be require some work during the school's summer break.

Job Duties

The successful candidate is expected to:

  • Demonstrate commitment to the safety and security of children and young people (child protection)

  • Provide administrative and personal assistant support to the Counselor and the high school vice principal as required

  • Acquire and maintain a working knowledge of ISG District organization policies, practices, and procedures

  • Take initiative in prioritizing tasks to ensure deadlines are met and the overall administrative function of the school runs smoothly

  • Exercise reasonable judgments

  • Maintain safety procedure information for students and staff

  • Process emails, correspondences, phone inquiries, and walk-ins

  • Maintain school database for students

  • Schedule Child Study Team meetings

  • Assist in students recognition events

  • Collect and manage money for Priority Courier, AP Exams, SAT and PSAT amongst others

  • Gather and sort students schedule change requests

  • Coordinate university visits and fairs

  • Coordinate counseling workshop sessions

  • Book venues and plan logistics for SAT/PSAT exams and preadministration sessions

  • Book venues and plan logistics for AP College Board exams and preadministration sessions

  • Book venues and plan logistics for MAP testing

  • Book venues and plan logistics for University Visits

  • Arrange students meetings with the counselor

  • Arrange parents meetings with the counselor

  • Contacting universities

  • Mail and follow up with students applications through emails and websites

  • Coordinate high school admission tests

  • Communicate effectively verbally and in writing with staff and students

  • Prepare information for student and teachers' bulletin, as needed

  • Demonstrate a willingness to learn new programs/apps/skyward application procedures

  • Manage and organize files and folders with regard to hard and soft copies

  • Maintain confidentiality

  • Monitor students progress on skyward

  • Handle invoices/bookings of delivery items through courier and track its progress

  • Perform other duties as assigned by the HS Vice Principal

Qualifications and Knowledge

The successful candidate will have:


  • Minimum of a Bachelor’s degree in a related field of study


  • Maturity to handle a range of situations



Experience and Skills


  • Previous secretarial experience 
  • Proficiency with Google Apps for Educators

  • Proficiency in MS Office


  • Outstanding verbal and written communication skills

  • Excellent command of English, both written and oral

  • Excellent Computer literacy

  • Ability to work under pressure