Personal Assistant to the Elementary & Middle School Principal

The Personal Assistant (PA) the Elementary & Middle School Principal provides high-level administrative, organizational, and operational support to ensure the efficient functioning of the division.

This role requires discretion, strong organizational skills, excellent communication, and the ability to manage multiple priorities in a dynamic international school environment. The PA acts as a key liaison between the Principal, parents, staff, HR, medical personnel, and external stakeholders.

The position requires strong multilingual communication skills, as the PA will regularly communicate with families and staff in English, Kazakh, and Russian.

Key Responsibilities

• Manage the Principal’s daily and long-term calendar.

• Schedule internal and external meetings.

• Arrange appointments and coordinate availability with staff and parents.

• Set up interviews for recruitment (scheduling, communication, logistics).

• Prepare meeting materials when required.

• Take minutes during Principal meetings.

• Distribute meeting minutes promptly and accurately after meetings.

• Maintain confidential records and documentation.

• Monitor student attendance daily.

• Ensure accurate attendance marking in Toddle.

• Follow up on missing or inconsistent attendance records with homeroom teachers.

• Follow up with homeroom teachers regarding missing or unclear attendance.

• Contact parents when absences are not reported starting from 9:00 am daily

• Update Toddle with documented absence reasons.

• Post daily absences in the designated Absences WhatsApp group by 10:00 am

• Communicate with parents regarding:

  • Student absences

  • Attendance concerns

  • Required documentation

• Track patterns of:

  • Frequent absences

  • Late arrivals

  • Repeated late pick-ups

• Assist the Principal in contacting families regarding attendance or punctuality concerns.

• Maintain organized records of late arrivals and late pick-ups.

• Prepare attendance summaries when required.

• Support the Principal in contacting parents in cases of late pick-up.

• Track and document repeated late pick-ups.

• Ensure proper recording of incidents in alignment with school policy.

• Escalate concerns to the Principal when necessary.

• Serve as a primary administrative contact for parents regarding:

  • Attendance matters
    Absence documentation

  • Meeting requests with the Principal

• Communicate clearly and professionally in English, Kazakh, and Russian.

• Schedule and confirm parent meetings.
  Prepare meeting schedules and ensure necessary documentation is ready.

• Maintain a polite, calm, and solution-oriented tone in all communication.

• Maintain and track staff attendance records.

• Ensure documentation accuracy.

• Liaise with the HR Department at the end of each month regarding attendance summaries.

• Support documentation processes aligned with HR policies.

• Liaise with the school medical officers regarding:

  • Students medical documentation related to absences

  • Required health documentation

• Support information transfer between:

  • Medical office

  • Homeroom teachers

  • Principal

• Ensure proper documentation and secure record-keeping in alignment with confidentiality requirements.

• Support tracking of medically related absences when required.

• Work in collaboration with the ASA Coordinator to support student placement processes.

• Assist with communication related to ASA enrollment and attendance.

• Provide administrative assistance to the ASA Coordinator as directed by the Principal.

Note: The PA supports the ASA Coordinator but does not coordinate or manage the ASA program.

• Coordinate interview scheduling.

• Communicate with candidates professionally.

• Organize interview logistics.

• Prepare documentation required for recruitment processes.

• Maintain organized students and staff records and digital documentation systems.
  Support documentation preparation for accreditation, reporting, or administrative processes when required and as assigned.

• Assist with preparation of reports, letters, or official communications as directed by the Principal.

Professional Expectations

The Personal Assistant must:

• Maintain strict confidentiality at all times.

• Demonstrate exceptional organizational skills and attention to detail.

• Exhibit high levels of discretion and professionalism.

• Communicate clearly and respectfully with staff, parents, medical personnel, and leadership.

• Be proactive, solution-focused, and efficient.

• Demonstrate strong time management skills.

• Remain calm under pressure and manage multiple priorities.

• Model professionalism in appearance and conduct.

• Follow safeguarding procedures strictly.

• Model reliability and punctuality.

Qualifications & Key Competencies

• Bachelor’s degree preferred.

• Experience in an administrative role (school environment preferred).

• Strong proficiency in English (professional working level required).

• Strong language skills in Kazakh and Russian (spoken and written required).

• Proficiency in school management systems (e.g., Toddle) and Google Workspace.

• Strong documentation and minute-taking skills.

• Ability to work independently while aligning with leadership direction.

• Understanding of international school culture and confidentiality expectations.

Employment is subject to background checks, reference checks, verification of credentials, and completion of mandatory safeguarding training. All staff share responsibility for student welfare and must follow school safeguarding procedures.