Executive Assistant to the Director of Business Administration & Bursar

The College is seeking an exceptional Executive Assistant to support our Director of Business Administration (DBA) and play a pivotal role in the smooth running of our Business Support functions.

This dynamic position offers the opportunity to work at the heart of the organisation, coordinating projects, managing complex diaries, and preparing highquality minutes, reports and documentation across a diverse portfolio that includes IT, HR, Finance, Operations & Facilities, Compliance, Procurement and Nursing. We are looking for a proactive, highly organised professional who thrives in a fastpaced environment, demonstrates impeccable judgement, and brings strong office management and project coordination skills.

The successful candidate will operate with a high degree of autonomy, initiative and professionalism, ensuring the DBA is supported to deliver strategic and operational priorities effectively.

The duties and responsibilities of the role are as follows:

Projects

• Initiate and coordinate projects such as audits, certifications, accreditation with professional bodies, and committee management etc. ensuring timely and accurate completion.

• Deliver projects in the various disciplines supporting Heads of Functions as required.

• Track progress of projects and update DBA on a weekly basis

• Lead and co-ordinate the implementation and delivery of the Dulwich Customer Experience initiative for the Business Support Departments.

• Coordinate with Heads of Functions in the strategic plan activities for departments under the DBA's report.

• Support other projects and drive innovation in both reporting and projects managed by the DBA.

• Coordinate performance management reviews for all department heads who report to DBA (IT, HR, Compliance, Procurement, Nursing, Finance, Operations).

• Support DBA with tender activities and any other ad-hoc projects as required.

Administration

• Manage the DBA's diary effectively by planning ahead and anticipating needs, scheduling and managing appointments as required.

• Take responsibility for all secretarial and administrative tasks for the DBA, including planning agendas and travel, drafting minutes, preparing reports and analyzing data as directed.

• Prepare agendas and make arrangements for Committee meetings and follow up on action points which arise from them.

• Support all general administrative tasks for the DBA, liaising with other Departments under their remit as required.

• Personal assistant duties/responsibilities.

• Prepare and organise meeting rooms for DBA related activities.

• Develop and use tables and numerical data in the drafting of minutes, reports, plans and other documents.

• Undertake communication, via phone and in writing, with parents, suppliers and third parties on Business Support related matters.

• Take responsibility for the coordination and effective delivery of the DBA's related bookings for meetings and venues, and allocating resources.

• Manage the booking of business travel and accommodation for the DBA.

• Distribute information, letters and newsletters to parents and colleagues.

• Manage orders in the filing room, boardroom, and pantry, and stationery for the business support office, coordinating with the Campus Administrators and other Personal Assistants as required.

• Administer the medical insurance claims process including contacting and emailing parents and College Nurses, and coordinating reports and payments as required.

• Assist in any of the DBA's departments from time to time, as directed.

• Reconcile corporate Credit Card and other corporate accounts.

• Streamline processes under their supervision and propose improvements.

• Assist with the preparation of reports, letters, presentations and other documents using the full Microsoft suite of programmes.

• Manage the ordering and stock take of stationery and pantry items.

The successful candidate will have:

• A minimum of a diploma or certificate in business/administration or a related area.

• Strong administrative experience, including a minimum of one year's experience in a similar role, providing administrative support at a management level.

• The ability to manage projects, and demonstrable experience of seeing projects through to completion.

• High level experience in drafting Board level reports and papers.

• Advanced Excel skills, and the ability to use Power BI or similar systems and tools.

• Experience of managing conflicting demands, and prioritising work to meet relevant deadlines.

• The ability to work independently and use own initiative.

• Experience of taking and preparing meeting minutes and disseminating as appropriate.

• The ability to work as part of a team, including experience of coordinating team members.

• An understanding of how to effectively handle confidential and sensitive information, and demonstrable experience of doing this.

• A flexible approach to work and the duties and responsibilities of the role.

• Excellent communication and inter-personal skills.

• Excellent computer skills, including the use of Microsoft Office.

• Fluency in both spoken and written English.

• Effective organisational skills, including the ability to prioritise workload and multi-task.

• Excellent customer service skills and the ability to deal politely and effectively with colleagues, parents, and visitors.

• Reliable, responsible, detail-oriented and flexible.

• An understanding of the requirements for handling confidential and sensitive information.

• Able to be a motivated self-starter who uses their own initiative.

Equity Diversity Inclusion Statement

EiM is committed to diversity within its team, organisational practices, policies and culture. It recognises that people with different backgrounds, skills, attitudes and experiences bring fresh ideas and perceptions, and it encourages and leverages these differences to make its work more relevant and approachable. EiM will not discriminate or tolerate discriminatory behaviour on any grounds such as, but not limited to, race, gender, disability, nationality, national or ethnic origin, religion or belief, marital/partnership or family status, sexual orientation, age or socioeconomic background. EiM strives to be an inclusive workplace where everyone feels a sense of belonging, has a voice, can raise concerns, and feels comfortable and confident. It expects everyone who works with it to share this commitment and to act accordingly, as it aspires to best serve the EiM mission and its community.

Safeguarding Statement

Dulwich College (Singapore) is committed to safeguarding and promoting the welfare of all the students in our care and expects all applicants to share this commitment. We follow safe recruitment practices which are aligned to the recommendations of the International Task Force on Child Protection. We hold ourselves to a high standard of effective recruiting practices with specific attention to child protection. All appointments are subject to an interview, identity checks, criminal record checks, social media checks, and successful references.

PEI Registration Number: 201027137D. Period of Registration: 09 January 2024 to 08 January 2028