Executive Assistant

Job Description

The Asia Pacific Schools, in partnership with The International Schools Partnership (ISP), equips students for local and global success by delivering Amazing Learning and offers both the international and Malaysian National curricula in the Klang Valley, Malaysia.

The Asia Pacific Schools promotes equality and is an equal opportunity employer that prohibits discrimination and harassment of any kind. We are committed to diversity and inclusion, as well as providing employees with a work environment that is free of discrimination and harassment.

Key Benefits

• A culture of engagement and trust, where staff contributions are recognized and valued.
• A passionate and motivated team of professionals who put children at the heart of decision-making.
• An embedded whole campus commitment to professional development and a commitment to serving others.
• A peer network of like-minded teaching colleagues and support from operations staff.
• Access to expertise, best practice sharing and learning opportunities across countries and cultures.
• A commitment to employee well-being.
  
  

We Also Offer

• Competitive salary
• Pension fund contribution to an Employee Provident Fund (EPF)
• Fee discount for children of employees
• Outpatient and inpatient medical benefits
• Paid leaves: medical, hospitalization, annual leaves, maternity, compassionate, etc.
  
  

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ASIA PACIFIC INTERNATIONAL SCHOOL

We are currently seeking to hire an Executive Assistantto join us in June 2026.

Purpose of Role

Post holder will be responsible for the efficient running of the Campus Principal's office, providing administrative support and highly confidential support services.

ISP Principles

We begin with our students. Our children and students are at the heart of our business. Simply, their success is our success.

We treat everyone with care and respect. We look after one another, embrace similarities and differences and promote the wellbeing of each other.

We operate effectively. We focus relentlessly on the things that are most important and will make the most difference.

We are financially responsible. We make financial choices carefully based on the needs of our children, students and schools.

We learn continuously. Getting better is what drives us.

Key Responsibilities As Executive Assistant

• Support the Campus Principal to efficiently and effectively lead the school.
• Understand and build relationships with parents, students, staff and overall school community.
• Liaise promptly and efficiently with external organisations and professional bodies, where appropriate.
• Ensure that welcoming and supportive interactions occur with all who communicate with the school.
• Work with discretion and confidentiality.
• Ability to deal with difficult situations or unexpected events and support those involved.
• Ability to identify ways of delivering a high-quality service.
• Manage and maintain Campus Principal's calendar and appointments.
• Manage the processing, filing and archiving of papers, reports and other correspondence in a timely manner.
• Maintain a file for any matters requiring follow-up or to be reviewed by the Campus Principal on a future date.
• Manage events organised through the Campus Principal's office including venue and travel bookings, conference bookings, catering, resourcing, etc.
• Source and collage background information for the Campus Principal prior to any meetings, if and when instructed.
• Reconcile Campus Principal's expenses and school credit card statements.
• Organise flowers, cards, and other forms of recognition of staff on behalf of the Campus Principal as the need arises.
• Provide administrative support to the head of parent services in matters relating to open days, school events, etc.
• Prepare and distribute agendas and associated paperwork and take minutes for selected meetings as required.
• Attending all correspondence, emails and phone calls in a timely and professional manner, as directed, and draft responses as required.
• Respond to enquiries on behalf of the Campus Principal within authorized delegation.
• Cover for Main Lobby front desk when needed / requested.
• Ensuring that all visitors to the school are warmly welcomed and greeted upon entering the property, and that positive interaction is established from the beginning of the visit until the end.
• Work as the bridge between administration and operations teams to ensure service provided fully meets the requirement of teaching and learning.
• Contribute to effective communication at all levels which includes seeking contributions and feedback from staff where appropriate and ensure that the different departments of the school operate as one.
• Act as secretary to the CSC Parent Group including receipt and distribution of all papers including those from the Campus Principal
• Oversee the production of documents such as handbooks, policies and guidelines, including communicating with policy owners for drafting and potential change.
• Review and file all school SOPs, processes, and tools to ensure they are centrally managed.
• Assistance with the organisation and coordination of parent meetings and function events.
• Oversight of the School Calendar and associated procedures and appointments.
  
  

Other Expectations

• Fully and positively participate in the school's performance appraisal scheme to develop and enhance personal and service performance.
• Undertake any other reasonable duties requested/assigned as required by Campus Principal especially regarding the school's administrative functions.
• Ensure that school policies including those relating to Safeguarding, Race Equality, Equal Opportunities, Code of Conduct and Health & Safety are adhered to.
  
  

(Please note that this Job Description sets out the main duties associated with the stated purpose of the post. It is assumed that other duties of a similar level/nature undertaken within the section are not excluded because they are not itemized. The duties of this post could vary from time to time because of new legislation; changes in technology or policy and in that case appropriate training may be given to enable the post holder to undertake this new/varied work.)

Skills, Qualifications And Experience

• Strong interpersonal skills, keen to motivate and effectively educate and someone who is amiable and is excellent in building relationships with our school and parent communities and has a desire to grow in the role.
• Previous experience in a similar role preferred but not essential
• High level of computer skills in MS Office applications required
• Excellent communication and written skills in both English and Bahasa Malaysia
• Excellent time management skills with an ability to prioritize tasks and meet deadlines
• Demonstrate initiative and strong problem-solving skills with an ability to improve processes and work practices
  
  

Person specification

• Comfortable working in a highly visible role.
• Positive, go-getter. Able to adapt to changing workload demands and new school challenges.
• Exceptional analytical and problem-solving skills.
• Possess a high degree of confidentiality and integrity, as well as understanding of data protection and confidentiality.
• Attentive listener; understanding, empathetic, tactful, and personable. Able to build effective working relationships with staff and other stakeholders.
• Able to work constructively as part of a team, understanding school roles and responsibilities and own role within these settings.
• Responsible for promoting and safeguarding the welfare of children and young people they are responsible for or encounter.
• Personal commitment to ensure that services are equally accessible and appropriate to meet the diverse needs of the service users.
• Personal commitment to continuous self-development and school improvement.
  
  

ISP Core Competencies

You consistently demonstrate and role-model the ISP Core Competencies in all that you do.

Cognitive

• Curious and agile
• Learns by questioning, exploring and investigating.
• Self-motivated; develops goals, monitors progress and adapts plans as necessary.
• Comfortable with uncertainty and ambiguity; stays engaged and curious and effectively balances patience and action.
• Open-minded; willing to try and test ideas.
• Challenges traditional methods and ways of thinking and encourages new perspectives.
• Creative problem-solver
• Tackles challenges in an organised and systematic way and finds solutions.
• Resourceful and imaginative; sees problems as opportunities to explore alternatives and possibilities.
• Uses logic to break complex problems down into manageable components.
• Interprets and evaluates data and evidence to classify information and recognise patterns and relationships.
• Leverages data and information as critical components in decision-making.
  
  

Interpersonal

• Empathetic and emotionally intelligent
• Excels at teamwork and building positive relationships.
• Motivates and encourages others by sharing positive feedback and recognising and celebrating their contributions.
• Understands and respects others views, beliefs and feelings, building trust and rapport.
• Self-reflects to understand how their actions and behaviour affect others.
• Manages and self-regulates their emotions.
• Collaborative and communicative
• Communicates openly, honestly and professionally.
• Actively listens and encourages contributions, values others inputs and ideas.
• Adapts their style, tone and approach according to others needs.
• Shares relevant knowledge, ideas and information with others.
• Handles conflict and disagreements constructively, facilitating dialogue, understanding and resolution.
  
  

Self-Leadership

• Amazing Learner
• Manages their own personal development, focusing on continuous learning and getting better.
• Humble, self-aware and open about their own areas for growth.
• Seeks out, welcomes and acts on feedback.
• Understands the internal and external factors affecting their learning and takes ownership for mitigating these.
• An agile learner who makes connections between experiences and is able to unlearn when new solutions are required.
• Resilient
• Practices self-care and encourages others to do the same.
• Organises themselves and their time and resources well to effectively manage challenges and stressors.
• Understands their own emotions and triggers and follows healthy habits to help manage stress.
• Uses inner strength when times are challenging or when working outside of their comfort zone.
• Recovers positively from setbacks, using them as an opportunity to learn and grow.
  
  

Digital

• Technologically literate
• Uses technology in an ethical way, following cybersecurity and data protection best practice.
• Communicates clearly and respectfully across digital and virtual channels.
• Possesses strong functional skills, using technology effectively to support them in their role.
• Understands different digital tools and systems, selecting and using the appropriate solution for specific purposes.
• Keeps up with change, adapting to and embracing new technologies.
  
  

Global

• Values driven
• Role models the ISP Principles.
• Understands their responsibilities and the impact and influence they have.
• Demonstrates a multi-cultural mindset and respects the different values, behaviours, attitudes, and practices across cultures.
• Prioritises well-being, inclusion and belonging and is caring, considerate and supportive of others.
• Considers the environmental and social impact of their actions and finds ways to minimise these.
  
  

ISP Commitment to Safeguarding Principles

ISP is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. All postholders are subject to appropriate vetting procedures, including an online due diligence search, references and satisfactory Criminal Background Checks or equivalent covering the previous 10 years of employment history.

ISP Commitment to Diversity, Equity, Inclusion, and Belonging

ISP is committed to strengthening our inclusive culture by identifying, hiring, developing, and retaining high-performing teammates regardless of gender, ethnicity, sexual orientation and gender expression, age, disability status, neurodivergence, socio-economic background or other demographic characteristics. Candidates who share our vision and principles and are interested in contributing to the success of ISP through this role are strongly encouraged to apply.

ISP Principles

Begin with our children and students. Our children and students are at the heart of what we do. Simply, their success is our success. Wellbeing and safety are both essential for learners and learning. Therefore, we are consistent in identifying potential safeguarding

and Health & Safety issues and acting and following up on all concerns appropriately.

Treat everyone with care and respect. We look after one another, embrace similarities and differences and promote the well-being of self and others.

Operate effectively. We focus relentlessly on the things that are most important and will make the most difference. We apply school policies and procedures and embody the shared ideas of our community.

Are financially responsible. We make financial choices carefully based on the needs of the children, students and our schools.

Learn continuously. Getting better is what drives us. We positively engage with personal and professional development and school improvement.

ISP Commitment to Safeguarding Principles

ISP is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. All post holders are subject to appropriate vetting procedures, including an online due diligence search, references and satisfactory Criminal Background Checks or equivalent covering the previous 10 years employment history.

ISP Commitment to Diversity, Equity, Inclusion, and Belonging

ISP is committed to strengthening our inclusive culture by identifying, hiring, developing, and retaining high-performing teammates regardless of gender, ethnicity, sexual orientation and gender expression, age, disability status, neurodivergence, socio-economic background or other demographic characteristics. Candidates who share our vision and principles and are interested in contributing to the success of ISP through this role are strongly encouraged to apply.