Executive Assistant- Future Pathways-TLRI

Job Description

Executive- Future Pathways

Purpose of Role

o provide operational and administrative support to the Future Pathways and TLRI teams by ensuring accurate data management, systematic record maintenance, and timely preparation of reports. The role focuses on maintaining digital systems, organizing student and staff-related data, and supporting content and documentation processes to enable effective decision-making and smooth departmental operations.

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.

Role Definition

TheExecutiveAssistantwillprovidebackendsupporttotwodepartments-FuturePathwaysandTIPSLearningandResearchInstitute(TLRI).Thisrolefocusesondatamanagement,reportpreparation,anddigitalcontentcreation.Theassistantwillnotinteractdirectlywithparents,students,orcoordinators.Instead,they will ensure all data is organized and systems are kept up to date.

1. Support for Future Pathways and Career Guidance (90% Workload)

Data Maintenance & IT Systems:

 Update student information on platforms like Unifrog/Mindler, Unizy, and iCampus.

o The student information to be updated is regarding the extracurricular, co-curricular, super curricular and non-academic achievements that will help in portfolio preparation of the student.

 All the data from the students / parents related to

o career choices

o subject choices

o feedback / testimonials of various events

o university applications

o admission offers

o extra curricular / cocurricular / non-academic events participated

will still be collected by the Future pathway counsellors of the respective campuses. The executive assistant will be maintaining the records, preparing further documentation and help in meaningful data analysis.

 Upload and organize CGPS Portfolios and Educational passport for students in Grades 9 to 12 across all campuses.

 Track and record student attendance for career workshops and university fairs.

 Maintain the list of university contacts and external vendors in an organized way.

 Attend all the Future Pathway Internal team meetings and periodically remind on the action items discussed.

Report Preparation:

 Create weekly and monthly reports on student application statuses.

 Prepare student testimonials / data summaries for "Destination Success" stories (where students go after graduation).

 Compile feedback from students after they attend career talks or fairs - ensure NPS score analysis.

Social Media & Content Creation:

 Coordinate with the digital marketing team and help in Design posters / flyers to celebrate student university placements and exam results.

 Maintain already published educational content about career trends for the school’s physical/digital notice boards.

 Draft newsletters and email updates regarding upcoming career events.

 Monitor social media analytics to see how many people view and engage with career posts.

2. Support for Professional Development - PD (10% Workload)

Data Maintenance & IT Systems:

 Maintain the centralized training log for all staff across all campuses.

 Enter attendance data into the system after every teacher training session.

 Organize a digital library of training materials, videos, and resource modules.

 Update the database of external trainers, experts, and training programs.

 Attend all the Training team (TLRI) meetings and periodically remind on the action items discussed.

 Support in content curation for Social media marketing

Report Preparation:

 Extracting reports from the ICampus and help in training impact analysis

o By preparing summary reports of staff training hours to ensure they meet annual targets.

o By compiling feedback and reflections from staff after they complete professional development courses.

 Assist in preparing budget reports for internal/external training costs.

General Responsibilities

 Data Organization: Ensure all files are stored in a clear, labelled, and easy-to-find digital folder system.

 System Feeding: Regularly input data into various school management software and IT tools.

 Accuracy: Double-check all numbers and names in reports to ensure there are no errors.

 Confidentiality: Keep all student and staff data private and secure.

 Content Management: Ensure that all digital content created is aligned with the school’s branding and quality standards - Social media posts / websites.

Key Performance Indicators (KPIs)

 Data Accuracy: Ensure all student and staff data entered in platforms such as Unifrog, Mindler, Unizy, and iCampus is accurate and regularly updated.

 Timely Data Management: Update records, portfolios, and system entries within the defined timelines after receiving information.

 Portfolio & Documentation Management: Ensure CGPS portfolios and educational passports for Grades 9-12 are uploaded and organized properly.

 Report Preparation: Generate weekly and monthly reports related to student applications, participation, and outcomes in a timely and accurate manner.

 Event Tracking: Maintain accurate attendance and participation records for career workshops, university fairs, and career guidance events.

 Content Coordination: Support the timely preparation and coordination of digital content, newsletters, and social media posts related to student achievements and career initiatives.

 Professional Development Data Management: Maintain updated training logs, attendance records, and documentation related to staff professional development activities.

 Data Organization: Maintain a structured and easily accessible digital filing system for all documents and reports.

 Confidentiality & Compliance: Ensure confidentiality and secure handling of all student and staff information.

Skill

• Proficiency In English
• Clear Communication
• Collaborative Skills
• Analytical Skills
• Counselling
• Self-Management

Knowledge

• Subject Knowledge
• IT
• Teaching Strategies and Methodologies

Traits

• Principled
• High energy
• Persistence
• Honesty and Integrity
• Approachable
• Empathetic
• Diplomacy
• Humility

Motives

• Self-Development with Organizational Growth

Values

• Values matching with the Mission of the TIPS
• Commitment and Passion

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.

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.