Purpose of the Role
The Executive Assistant to the Principal provides administrative, operational, HR, and coordination support to ensure the smooth functioning of the Principal's office. The role acts as a bridge between the Principal, staff, parents, management, and external stakeholders while ensuring timely completion of administrative and HR-related processes.
Key Responsibilities:
1. Executive & Administrative Support
- Manage the Principal's calendar, appointments, meetings, and schedules.
- Organize and coordinate meetings, prepare agendas, record minutes, and track action points.
- Draft and circulate official communications, notices, circulars, and reports.
- Handle confidential information and maintain professional discretion.
- Coordinate approvals, signatures, and documentation for various school activities.
- Maintain records, files, and correspondence of the Principal's office.
2. Recruitment & Staffing Support
- Coordinate the end-to-end recruitment process for teaching and non-teaching staff.
- Screen resumes and schedule interviews with the Principal, Coordinators, and Management.
- Maintain recruitment trackers and candidate databases.
- Coordinate written assessments, demo classes, and interview feedback.
- Prepare offer letters and collect pre-employment documentation.
- Follow up with selected candidates until joining.
3. Employee Onboarding
- Complete joining formalities for newly recruited employees.
- Collect and verify employee documents.
- Prepare employee files and update staff master records.
- Issue appointment letters and policy acknowledgements.
- Conduct induction and orientation coordination.
- Ensure completion of onboarding documents, including:
- Appointment Letter
- Code of Conduct
- POSH Policy
- Child Safety & POCSO Policy
- Leave Policy
- Confidentiality Agreement and other statutory documents
4. Teacher File & Employee Records Management
- Maintain and update teacher and staff personal files.
- Ensure all employee records are complete and audit-ready.
- Track pending documents and follow up for submissions.
- Update qualification records, experience certificates, and compliance-related documents.
- Maintain digital and physical employee records.
- Support CBSE, OASIS, UDISE+, and statutory documentation requirements.
5. Attendance & Leave Management
- Maintain and update daily teacher and staff attendance records.
- Verify attendance discrepancies and coordinate corrections.
- Track employee leave applications and maintain leave records.
- Prepare attendance and leave reports for the Principal.
- Coordinate substitute arrangements during staff absences.
- Ensure attendance records are updated accurately for payroll processing.
6. Employee Exit Formalities
- Coordinate resignation, termination, and separation processes.
- Collect resignation letters and obtain necessary approvals.
- Conduct exit documentation and clearance procedures.
- Coordinate No Due Certificates with concerned departments.
- Prepare relieving letters, experience letters, and service certificates.
- Update employee records upon separation.
- Ensure completion of full and final settlement documentation.
7. Coordination & Communication
- Act as the primary point of contact for the Principal's office.
- Coordinate with teaching, administrative, and support staff on behalf of the Principal.
- Facilitate communication between parents, staff, management, and external stakeholders.
- Manage incoming emails, calls, and appointment requests.
8. School Operations & Compliance
- Coordinate school events, inspections, meetings, and official visits.
- Assist in preparing reports, presentations, and management updates.
- Maintain records required for CBSE inspections and compliance.
- Monitor completion of tasks assigned by the Principal.
- Ensure timely submission of reports and documentation by staff.
Qualifications
- Bachelor's Degree in any discipline.
- Master's Degree preferred.
- Certification in HR or Administration will be an added advantage.
Experience
- Minimum 3–5 years of experience in Administration, HR, Executive Assistance, or School Operations.
- Experience in a CBSE school environment is preferred.
Skills & Competencies
- Strong organizational and multitasking skills.
- Excellent written and verbal communication.
- Knowledge of recruitment and employee lifecycle processes.
- Proficiency in MS Office, Google Workspace, and school ERP systems.
- Strong documentation and record-management skills.
- Ability to maintain confidentiality and professionalism.
- Excellent follow-up and coordination abilities.
Key Result Areas (KRAs)
- Timely completion of recruitment and onboarding processes.
- Accurate maintenance of teacher and employee files.
- 100% attendance and leave record accuracy.
- Timely completion of employee exit formalities.
- Efficient management of the Principal's office and schedules.
- Timely submission of reports and compliance documents.
- Effective coordination among stakeholders.
- Readiness of records for CBSE and statutory inspections.
Pay: ₹25,000.00 - ₹35,000.00 per month
Benefits:
- Leave encashment
- Paid time off
- Provident Fund
Work Location: In person
