Administrative Assistant – Business Office

Overview

Responsibilities:

• Provides secretarial and administrative support to the CFOO/COO and Head of Finance
• Screens and manages communications, including phone calls, emails, and visitors, to ensure efficient access and message handling for the CFOO/COO and Head of Finance
• Manages and maintains the calendars of the CFOO/COO and Head of Finance, including prioritizing appointments, scheduling meetings, arranging meeting locations, and notifying internal and external participants
• Prepares meeting agendas, takes minutes, and provides meeting summaries when required
• Reviews incoming documents and determines which items require direct attention from the CFOO/COO or Head of Finance
• Manages and processes documents requiring digital signatures for the CFOO/COO and Head of Finance
• Prepares, types, scans, distributes, receives, translates, and files both general and confidential documents and correspondence
• Maintains accurate and well-organized departmental filing systems and records
• Safeguards important school documents, including contracts, land certificates, legal documents, JIS vehicle documentation, and car loan collateral records
• Maintains strict confidentiality when handling sensitive information, documents, and records
• Ensures compliance with school policies, procedures, and applicable regulations
• Handles, verifies, and documents all transactions made using the school’s credit card in accordance with financial procedures
• Coordinates the maintenance and servicing of office equipment
• Monitors office supply inventory and arranges timely procurement as needed
• Ensures that all required JIS operational licenses are monitored and renewed according to the appropriate timeline
• Prepares and submits Purchase Requests (PR) for Business Office operational needs
• Acts as a liaison between the Business Office and other departments within JIS to facilitate effective communication and coordination
• Coordinates travel arrangements and itineraries for the CFO/COO and Head of Finance in an accurate and timely manner
• Liaises with the Insurance Broker on general insurance matters and supports the processing of insurance claims in accordance with established policies
• Embraces the JIS Learning Dispositions of Resilience, Resourcefulness, Relating, and Reflecting
• Performs other related duties and assumes other responsibilities as assigned by the CFOO/COO and Head of Finance, including but not limited to participation in class/School activities or events, and attendance of workshops organized by JIS

Requirements:

• Bachelor’s Degree holder, preferably in Administration or Secretarial
• Demonstrated fluency in written and spoken English
• Demonstrated experience using productivity tools (e.g., word processing, spreadsheets, and presentations). Knowledge of Database Management Systems (SIS)
• Strong knowledge of modern office practices and administrative procedures, including filing systems and telephone techniques, letter and report writing, and office machines
• Outstanding interpersonal and communication skills, with the ability to engage parents, students, and staff tactfully and courteously
• Helpful, cooperative, eager to communicate and problem-solve
• Demonstrated ability to work collaboratively with others of various cultural backgrounds
• Demonstrated experience and comfort level with adolescents, especially in instructional settings
• Helps maintain a positive and friendly working atmosphere with others
• Demonstrated ability to identify, manage, and initiate projects without direct supervision
• Clear commitment to Child Protection, safety, service learning, and environmental stewardship

Tagged as: administrasi, tata usaha, TU

Salary