Front Desk Executive

2 weeks ago


Abu Dhabi, United Arab Emirates Shining Star International School Full time

Job Location

Abu Dhabi UAE**(On site)**

**Criteria**:

- **Must be immediate joiner**

**Must be good with MS office, mailing, excellent written and verbal communication**

**only Female is required**

** Preferably on Spouse Visa**

Requirement

Principal Secretary cum Front Desk Executive

Role Summary

As a Principal Secretary you should perform confidential secretarial and clerical responsibilities necessary for an efficient and effective school office that assists the Principal in keeping up with day to day school activities and role based requirements.

You will also act as Front desk Executive act as the face of the school. She/he allow access to other employees, answer phones, transfer calls, schedule appointments, answer questions, give directions and manage the flow of traffic in the office. It is the front desk executive who greets anyone who enters the building. Involves and ensure effective communication between school administrators, parents, students, and community members.

About SSIS

Shining Star International School is a high performing International School in Abu Dhabi, fully accredited with CBSE- the largest examination conducting entity in the world.

Shining Star International School is all inclusive private school established in 2014 in Musaffah, Abu Dhabi. Currently serving the needs of the local and international expatriate community it follows the CBSE curriculum and its students are encouraged to embark on a voyage of discovery that uncovers hidden talents in their niche areas of interest.

As they grow our ‘Shining Stars’ become beacons of light within their own peer groups and are taught how to use the knowledge and wisdom gained during their time in the school to benefit the people they associate with and the world at large.

**KEY WORK RESPONSIBILITIES**

**ASSISTANCE TO PRINCIPAL**
- Schedule meetings and appointments and maintain calendar for principal.
- Prepare written correspondence, forms, schedules, or reports as per or for principals communication
- Create agendas and minutes for all Principals meetings as per need.
- Maintains calendar of appointments for the Principal, ensuring the Principal is apprised of all appointments and changes as well as matters requiring immediate attention
- Receive incoming calls, take reliable messages, and route to appropriate staff
- Maintains files for the Principal, ensuring that material is properly marked and accessible for immediate use by the Principal.
- Review of all correspondence sent out in the Principal's name (Circulars signed by the principal)
- Prepare circulars in coordination with respective departments and get final approval from VP & Principal. Coordinate with other Front desk colleague for works.
- Arrangement of staff training days (CPD) venue/refreshments/equipment and any other requirements and external events
- Creating School Calendar and Maintaining as per updated events and timeline.
- Filing the calendar activity reports in the principal office as per framework standards.
- Occasional flexibility to work in other roles as required and suggested by the Management.
- Record keeping for all disciplinary infractions and clinic visits - on a day to day basis.
- Assist in Parent council - formation, communication, meetings and agenda.

**VISITOR MANAGEMENT**
- Serves visitors, parents and stakeholders by greeting, welcoming, and directing them appropriately.
- Notifies authorities of visitor arrival.
- Informs visitors by answering or referring to inquiries.
- Directs visitors by maintaining employee and department directories.
- Maintains security by following procedures, monitoring logbook, and issuing visitor badges.
- Supports continuity among work teams by documenting and communicating actions, irregularities, and continuing needs.

**FRONT OFFICE MANAGEMENT**
- Keeps a safe and clean reception area by complying with procedures, rules, and regulations. Also ensure placement of notices and circular on board, performing ad-hoc administration duties.

**BRAND & COMMUNICATION MANAGEMENT**
- Provide a friendly, professional and efficient first point of contact to all pupils, parents, staff, professionals and visitors contacting or visiting the school.
- Produce and distribute publicity materials for the school, including newsletters, school brochure etc. as required and in liaison with the SLT.
- Also ensure that all marketing materials are available and up to date promoting the school brand and aims to the outside world including brochures, advertising, reports etc.
- Maintains the complaint log and registering the complaint with respected department.
- Takes record of the complaint resolution and enters in the complaint log.
- Checking mails, Screening and transferring calls to departments as necessary.

**OTHERS**
- All external communication - admissions, events & activities, vendors, agencies, etc.
- Courier, package & letter register handling
- Maintaining Discipline at rush hours at reception
- Record



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