Personal Assistant

The Personal Assistant (PA) to the Early Years and Elementary School Principal provides high-level administrative, operational, and organizational support to ensure the smooth and efficient running of the Principal’s office. Acting as a key point of contact for parents, teachers, students, and external visitors, the PA manages the Principal’s calendar, coordinates early childhood and elementary school processes, and ensures the Principal is fully prepared for meetings, events, and school visits. This role requires exceptional discretion, empathy, professionalism, and the ability to handle confidential information.

Key Responsibilities

1. Administrative Support:

• Manage and maintain the Early Years & Elementary Principal’s calendar, scheduling appointments with parents, teachers, IB PYP coordinators, and leadership.

• Organize travel arrangements, educational conferences, and professional development training for the Principal.

• Prepare official correspondence, parent newsletters, reports, presentations, and other school communications.

• Monitor, prioritize, and manage incoming emails and inquiries, drafting responses on behalf of the Principal when appropriate.

• Maintain accurate, up-to-date filing systems, student records, and administrative documentation.

2. Meeting & Parent Coordination:

• Arrange and coordinate Elementary Staff Meetings, prepare agendas, take accurate minutes, and track action items.

• Schedule and facilitate individual parent-principal consultations regarding student progress, adaptation, and well-being.

• Ensure the Principal is provided with all necessary documentation, reports, and student portfolios ahead of meetings.

• Liaise effectively with the Student Support Team, homeroom teachers, and the PYP Coordinator.

3. Communication & Community Engagement:

• Act as the primary point of contact for inquiries from Early Years and Elementary parents, handling all interactions with warmth, professionalism, and discretion.

• Foster a welcoming, supportive, and positive environment in the Principal’s office.

• Draft, translate, and proofread official announcements and communications for the parent community on behalf of the Principal.

4. School Events & Operational Support:

• Assist in planning and executing Early Years and Elementary events (celebrations, assemblies, orientation days for new families, parent-teacher conferences, and field trips).

• Support daily operational needs, such as coverage schedules and teacher/assistant substitute arrangements in case of absences.

• Ensure seamless organizational and logistical support for the Principal during school-wide activities.

5. Confidentiality & Professionalism:

• Handle sensitive and confidential information (academic progress, medical records, family matters) with the utmost discretion and ethical standards.

• Maintain a professional demeanor and positive tone across all interactions.

6. Office Management:

• Oversee the day-to-day operations of the Early Years & Elementary Principal’s office.

• Monitor and order office supplies, learning resources, and equipment as needed.

• Perform other administrative duties as assigned to support the Principal and school objectives.

Qualifications and Skills

• Bachelor’s degree in Linguistics, Education, Administration, or a related field.

• Proven experience as a Personal Assistant, Executive Assistant, or Administrator (experience in an international or bilingual school/early learning setting is highly desirable).

• Understanding of the early childhood and primary educational environment and parent dynamics.

• Strong organizational, multitasking, and prioritization skills with high attention to detail.

• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, and school platforms (e.g., Toddle, Seesaw).

• Ability to work effectively under pressure and meet deadlines with flexibility and resilience.

• Excellent interpersonal, listening, and coaching skills with a high degree of empathy.

• Fluency in English, Kazakh, and Russian (spoken and written) is required, with proven written and oral translation skills.

Work Environment & Reporting

• Working Schedule: Full-time (5/2), Monday to Friday, 07:30 a.m. – 4:30 p.m.

• Reporting To: Early Years and Elementary School Principal.

• A collaborative, dynamic, and fast-paced international school environment operating within the IB PYP framework.

What We Offer

• Official employment in full accordance with the Labor Code of the Republic of Kazakhstan.

• Work in a reputable international school with continuous professional development opportunities in a multicultural setting.

• Corporate shuttle transportation service provided for staff.

• A supportive, collaborative, and professional work environment.