Executive Assistant to the Principal

Executive Assistant to the Principal

Hunter Valley Grammar School (HVGS) is an independent, non-selective, secular, coeducational day school situated on 32 acres in East Maitland. We cater to students from Preschool to Year 12, fostering curiosity, critical thinking, and entrepreneurialism through an innovative curriculum and co-curriculum activities to prepare students for future workplaces.

About the Role

This permanent, full-time, onsite position involves reporting directly to the Principal and supporting the delivery of all aspects of the School’s operations. The role encompasses responsibilities as Executive Assistant to the Principal and Executive Assistant to the HVGS Board.

Key Duties

• Executive Assistant to the Principal:
• Provide high-level administrative and executive support.
• Assist the Principal in organising workflow and following up on delegated actions.
• Manage matters requiring attention or refer them to the appropriate person in the Principal's absence.
• Manage the Principal's calendar, arrange meetings, and handle communications, including emails and screening telephone calls.
• Prepare presentations and oversee events.
• Act as a ‘gatekeeper’, understanding the Principal’s requirements to determine the most appropriate allocation of their time.
• Serve as the first point of contact for parents, potential employees, businesses, and other educational organisations.
• Arrange meetings, including venues, refreshments, travel, and itineraries.
• Prepare and coordinate meeting papers, supporting materials, and reference documents, ensuring timely distribution.
• Take minutes of meetings as required.
• Act as the central point of contact for the Principal's office and delegate tasks.
• Establish and maintain accurate electronic and manual filing and bring-forward systems for management information.
• Support the Principal in their roles with external organisations, including Hunter Region Independent Schools (HRIS), Independent Schools NSW (ISNSW), Heads of Independent Co-Educational Schools (HICES), and Association of Heads of Independent Schools of Australia (AHISA).
• Liaise with government and education representatives.
• Support and develop support and operational staff to ensure high standards and excellent customer service.
• Assist with HR matters and recruitment as required.

• Executive Assistant to the Hunter Valley Grammar School Board:
• Committee Meetings: Coordinate and support all Board Committee meetings, including agenda preparation and distribution, attendance, and accurate minute taking.
• Board Meetings: Coordinate and support all Board meetings, including the preparation and distribution of Board Business papers, attendance, and accurate minute taking for circulation after Board Chair approval.
• Facilitate post-meeting actions and logistics by communicating Board decisions and managing catering arrangements.
• Board Records: Manage the Board portal and maintain Board registers for accurate and compliant record keeping.
• Coordinate Board appointments and resignations, prepare required documentation, and ensure timely submission of information to regulators and auditors.
• Develop annual schedules for Board and Committee meetings, manage Annual General Meeting (AGM) timelines, and prepare and distribute associated business papers.
• Prepare induction materials, letters of appointment, onboarding documentation, reconfirmation of appointment letters, declarations of responsible persons, and ensure Board Directors have appropriate access and support.
• Provide high-level administrative and clerical assistance to the Board Chair and contribute to the improvement of Board filing and governance systems.

About You

• Possess a Certificate IV in Business Administration, or equivalent.
• Have a minimum of five years of experience as an assistant to a CEO/Principal.
• Hold a current Working with Children Check (WWCC) or be willing to obtain one.
• Experience in a school, education environment, or not-for-profit organisation is highly desirable.
• Demonstrate proven dedication to customer service and continuous improvement.
• Possess exceptional communication and interpersonal skills, both written and verbal.
• Maintain proven commitment to professional confidentiality and a high level of integrity and discretion.

Benefits

At HVGS, we are committed to empowering our staff to thrive in the dynamic realm of teaching and learning by equipping our educators with cutting-edge tools.