Executive Assistant

About GESSAs one of the leading international schools in Singapore, GESS is home to students from over 70 nations worldwide. We are for many families the home away from home and we are very happy that they are part of our school community which is based on mutual support and solidarity. With our language programme, we support our students to nurture this part of their identity and want to preserve the opportunity that they can grow up with multiple languages to be best prepared for an international environment. With the German International Abitur or the IB Programme they are perfectly prepared for their career after school. Our students enjoy lifelong learning and we take pride in our GESS values of respect, openness and diversity which our students will nurture in their life after school.
We were awarded with the “Deutsche Schulpreis” (German school prize) 2022, which was given to us for our extraordinary concept according to their motto “Make teaching better”. We stand out as the only German school abroad nominated for this award.
Executive Assistant
Job PurposeThe Executive Assistant provides high-level professional support to the Vice Principal and plays a critical role in the effective functioning of the Vice Principal’s office. The position requires a high degree of autonomy, sound judgement, and absolute discretion in managing sensitive and confidential information, including matters related to safeguarding, staffing, governance, and strategic decision-making. The Executive Assistant supports the Vice Principal by anticipating priorities, managing information flow, and ensuring executive work is organised, prepared, and followed through with precision. The role contributes perspective and insight where appropriate and demonstrates full alignment in supporting and implementing decisions once made. Reliability, professionalism, and trust are essential to protecting the Vice Principal’s capacity and maintaining organisational integrity.
Key Accountabilities

Office of the Vice Principal Operations

• Ensure the effective, organised, and professional functioning of the Office of the Vice Principal.
• Manage priorities, scheduling, and information flow to support the Vice Principal’s day-to-day and strategic responsibilities.
• Anticipate upcoming demands, deadlines, and pressure points and ensure the Vice Principal is prepared in advance.
• Act as a professional gatekeeper, managing access, scheduling, and correspondence on behalf of the Vice Principal.
• Manage priorities, scheduling, and information flow to support the Vice Principal’s day-to-day and strategic responsibilities.
• Anticipate upcoming demands, deadlines, and pressure points and ensure the Vice Principal is prepared in advance.
• Act as a professional gatekeeper, managing access, scheduling, and correspondence on behalf of the Vice Principal.

Professional Judgement

• Handle highly sensitive and confidential information with sound professional judgement, including matters related to safeguarding, staffing, governance, and executive decision-making.
• Maintain trust, discretion, and integrity in all aspects of the role.

Coordination, Documentation, and Follow-Through

• Coordinate meetings, briefings, and documentation associated with the Vice Principal’s responsibilities.
• Track actions and commitments to ensure timely and accurate follow-through.
• Maintain clear and reliable records to support continuity and accountability.

Communication and Representation

• Manage internal and external communications on behalf of the Vice Principal with clarity and professionalism.
• Draft, review, and quality-assure correspondence and documentation aligned with the Vice Principal’s direction and tone.
• Serve as a primary point of contact for matters relating to the Office of the Vice Principal.

Academic and Organisational Coordination

• Support the Vice Principal in coordinating academic, operational, and organisational matters that fall within their remit.
• Assist in the preparation and coordination of school events, processes, and initiatives requiring Vice Principal oversight.
• Support engagement with external bodies, accreditation processes, and institutional requirements as directed by the Vice Principal.

Professional Standards

• Contribute to the maintenance and improvement of school policies, procedures, and executive office practices as directed.
• Maintain a high standard of organisation, accuracy, and professionalism across all aspects of the role.
• Undertake additional responsibilities as reasonably required to support the work of the Vice Principal.

Position Requirements

• Handle highly sensitive and confidential information with sound professional judgement, including matters related to safeguarding, staffing, governance, and executive decision-making.
• Maintain trust, discretion, and integrity in all aspects of the role.

Skills and Qualifications

• Tertiary qualification in business administration or a related field, or equivalent professional experience preferred.
• Highly developed interpersonal and organisational skills.
• Excellent written and spoken English required; German language skills preferred for communication with parents.
• Demonstrated ability to manage information, documentation, and executive workflows with accuracy and attention to detail.

Fair Recruitment and Safeguarding: We are committed to fair recruitment practices and safeguarding the welfare of all students. We ensure that our hiring processes are free from discrimination and bias on the basis of age, nationality, gender, sexual orientation, marital status, pregnancy status, caregiving responsibilities, race, religion, language or disability. As part of our commitment to safeguarding, we conduct thorough background checks on all candidates which include criminal background checks in all countries lived and worked in for the last ten years, as well as reference checks. Any offer is subject to the satisfactory completion of such checks.  Our school prioritises the safety and well-being of our students, and we expect all staff members to uphold these values.