Administrative Assistant

The Administrative Assistant (AA) for the Education Director Team provides high-level administrative and project support to the four Regional Directors overseeing Teaching & Learning (Secondary and Primary), Student Support, and Safeguarding This position plays a vital role in ensuring the smooth and efficient operation of initiatives, communications, and data management across the Education Department. The AA proactively anticipates needs, coordinates and executes administrative functions, and contributes to the strategic progression of projects with a solution-oriented and forward-thinking mindset. The role requires initiative, professionalism, and a strong sense of teamwork to help drive the department’s priorities and objectives forward.
Key Accountabilities

Leadership and direction:

• Provide comprehensive administrative support to the Regional Directors of Teaching & Learning (Secondary and Primary), Student Support, and Safeguarding.
• Demonstrate initiative and ownership in managing assigned projects, communications, and departmental workflows.
• Contribute to the overall effectiveness and efficiency of the Education team through proactive organization and problem-solving.
• Support leadership communication through drafting, proofing, and distributing correspondence, reports, and presentations.

Vision, values, ethos and guiding principles:

• Model and promote the ethos, vision, and values of OneSchool Global (OSG) across all interactions and responsibilities.
• Ensure that all administrative practices reflect professionalism, integrity, and alignment with OSG’s mission of developing self-directed learners.
• Support a culture of collaboration, excellence, and continuous improvement across the Education Department.

Operational and Administrative Responsibilities:

• Coordinate internal communications and meeting logistics across multiple regions and time zones.
• Manage shared inboxes, meeting scheduling, follow-ups, and documentation for ongoing initiatives.
• Support event planning such as induction programs, and F2F events.
• Serve as a key contact for inquiries related to academic and student support processes.
• Coordinate and track projects, data reports, and departmental initiatives (Assignment Design, MAP Data, Student Support tracking, etc.).
• Manage administrative processes including budget tracking, expense reconciliation, resource management, and reporting.
• Support preparation of documents, guides, and communications related to academic and student services initiatives.
• Provide timely follow-up and support for approvals, submissions, and action items across multiple directors.
• Attend staff meetings as appropriate.

Policy and Procedure:

• Support the implementation of organizational policies and ensure alignment with global, regional, and local compliance requirements.
• Uphold confidentiality, data protection, and child safeguarding standards at all times.
• Contribute to the maintenance of departmental documentation, procedures, and consistent application of OSG frameworks.

General duties:

• Perform such other duties as may be requested from time to time, commensurate with the role.
• Uphold and promote the OneSchool Global ethos within all areas of responsibility.
• To contribute to, share in and promote the wider and longer-term vision of OneSchool Global.
• Promote equality, diversity and inclusion and demonstrate this within the role, adhering to the OneSchool Global Equal Opportunity Policy.
• Adhere to Workplace Health and Safety Policies and ensure all tasks are carried out with due regard to Health and Safety.
• Work with due regard to confidentiality and the principles of Data Protection, expecting others to do the same.

Personal duties:

• Model and live the OneSchool Global values.
• Set an example of positive personal integrity and professionalism, with positive, appropriate, and effective communications and relationships at all levels.
• Ensure high standards are maintained, progressed, and promoted in all areas of work.
• Undertake appropriate professional development and positively participate in the appraisal of own performance.
• Communicate and co-operate effectively and positively with specialists from outside agencies where applicable.

Special Dimensions of the Role:

• Ability to travel within the region, including the need for overnight stays when required.

Safeguarding and Child Protection:

• OneSchool Global is committed to safeguarding and protecting the children and young people we work with. All posts are subject to a safe recruitment process, including criminal record disclosures, vetting checks, and professional references. All staff and volunteers are expected to share in this commitment and adhere to relevant safeguarding and child protection policies.

Experience

Essential:

• Proven experience providing administrative support to multiple leaders or departments.
• Demonstrated ability to manage complex and competing priorities with accuracy and efficiency.
• Strong proficiency in Microsoft Office 365 (Outlook, Excel, Word, PowerPoint) and data management tools.
• Experience organizing events, meetings, and logistics in fast-paced or remote environments.
• Excellent communication and interpersonal skills with the ability to liaise across various stakeholders.

Desirable:

• Experience working in a variety of schools, or with a broader range of professionals.
• Experience working in a fast-paced and dynamic environment.

Attributes for success

• Highly organized with exceptional attention to detail.
• Proactive and self-motivated with a solution-based mindset.
• Demonstrates discretion, reliability, and strong professional integrity.
• A team player who collaborates effectively across departments and roles.
• Approachable, adaptable, and calm under pressure.
• Committed to continuous improvement and professional growth.
• Demonstrates positivity, humility, and a willingness to learn.

Competencies

Critical for Success:

• Adhering to Principles and Values – embodies integrity and professionalism in all actions.
• Planning and Organizing – manages workload effectively to meet deadlines.
• Delivering Results and Meeting Expectations – anticipates needs and delivers consistent, high-quality outcomes.
• Communicating Effectively – demonstrates clear, professional, and positive communication.
• Adapting and Responding to Change – adjusts priorities flexibly and maintains composure.
• Supporting and Cooperating with Others – contributes to a culture of mutual respect and shared success.