Secretary / Front Desk Officer

The secretary / front desk officer is responsible for ensuring the smooth day-to-day functioning of the school’s reception and administrative support services. This role serves as the first point of contact for visitors, parents, staff, and students, while also providing operational support to teachers and administration.

Working hours

1. Monday to Thursday: 8 AM – 5 PM
2. Friday: 8 AM – 12:00 PM
3. Any additional hours may be required based on school operational needs.

Key responsibilities

1. Front desk & communication

1. Greet and assist visitors, parents, students, and staff in a professional and welcoming manner.
2. Answer and direct phone calls, take messages, and handle general inquiries.
3. Manage incoming and outgoing correspondence (emails, letters, documents).
4. Provide accurate information to parents and stakeholders when requested.

2. Administrative support

1. Maintain and organize school records, files, and documentation.
2. Manage and update the school calendar, including appointments, meetings, and events.
3. Support the administrative director and principal and the administrative team with day-to-day administrative tasks.
4. Prepare basic lists, and administrative documents as needed.

3. Support to teachers & students

1. Respond to teachers’ needs regarding equipment, IT support coordination, and stationery.
2. Ensure availability and proper distribution of teaching materials and supplies.
3. Assist students with basic administrative needs or direct them to the appropriate staff.

4. Inventory & supplies management

1. Monitor and maintain stock levels of office supplies, stationery, and basic equipment.
2. Place orders for supplies when necessary and ensure timely replenishment.
3. Keep inventory records updated and organized.

5. Visitor & facility coordination

1. Manage visitor access and maintain visitor logs.
2. Coordinate logistics such as school transport (e.g., school bus arrivals).
3. Arrange taxis or transport when required.

6. Communication with parents

1. Inform parents of relevant updates or messages as instructed by management.
2. Support communication between school and families.

Required skills & qualifications

1. Proven experience in administrative or front desk roles (preferably in a school environment).
2. Strong organizational and multitasking skills.
3. Good communication skills in English (French is a plus).
4. Basic IT skills (email, spreadsheets, document management).
5. Professional attitude with a high level of discretion and reliability.
6. Ability to work independently and handle multiple priorities.

Working conditions

1. Based at the school front desk/reception area.
2. Regular interaction with staff, students, parents, and external visitors.

Key competencies

1. Organization and attention to detail.
2. Communication and interpersonal skills.
3. Problem-solving and initiative.
4. Reliability and professionalism.

When applying

To apply, send your CV and motivation letter to [email protected]