Project Manager & EA to Director of Education

at  Fortes Holdings

Job Purpose : The Project Manager and Executive Assistant’s role is to provide comprehensive support to the Director of Education by overseeing project management activities along with facilitating day-to-day operational tasks. This hybrid role involves tracking and managing the progress of key projects, ensuring timely completion of tasks, and assisting with administrative duties to streamline the Director of Education’s workflow. Additionally, the Project Manager & EA should act as a key liaison between the Director of Education and stakeholders across the organisation, facilitating collaboration across departments, and responding appropriately to any escalation of any issues. This position requires exceptional organizational skills, attention to detail, and the ability to multitask and prioritize tasks efficiently.
Roles & Responsibilities : To provide outstanding executive support?to the Director of Education by executing all tasks and activities relating to the efficient operation of the?Director of Education’s office exercising confidentiality, tact, and diplomacy. Responsible for organizing and maintaining the Director of Education’s diary, managing e-mail, school communications, take notes at meetings and distributing minutes, organizing school events, and a range of further administrative responsibilities as required. Manage the Director of Education’s calendar, including scheduling and coordinating meetings and schools’ visits with the school’s leadership team. Assist the Director of Education in the planning, prioritisation, and timeline setting for projects Maintain detailed project documentation, including status updates, timelines, meeting notes, and action items Actively track and manage tasks with stakeholders to ensure timely completion Provide administrative support and assist in coordination of key initiatives and cross-functional projects Actively support the Director of Education in day-to-day operational activities and workload management Manage the Director of Education’s calendar, appropriately prioritising items and resolving any scheduling conflicts to ensure the DoE’s time is optimised.
Actively support the Director of Education on a daily basis in ensuring he is fully appraised of schedules, agenda items, and project updates. Continuous process improvement to streamline and standardise workflows. Identify, prepare, and compile necessary materials to ensure the Director of Education has the appropriate information for meetings, reports, presentations, and special projects. Plan and coordinate meetings, receptions, luncheons, workshops, travel/accommodation, etc.) for completing activities and/or delivering services in accordance with the Director of Education’s job description.
Devising and maintaining office systems, including data management, and filing Screening telephone calls, enquirers, and requests, and handling them when appropriate Ensure necessary records and trackers are maintained that can readily provide current, accurate and?accessible information. Provide senior-level administrative support to the Director of Education through the facilitation of communication on their behalf (follow-up with letters, memos, reports, e-mail, and telephone calls) Own and improve existing processes to streamline & standardise workflows that support the School Leadership team; and various departments at the Head Office. Support the Director of Education with various ad-hoc projects and other administrative duties as needed. Knowledge & Qualifications : Essential: Degree in Maths, Sciences, Business or related disciplines Proficient user of MS Excel Desirable: Proficient user of MS Teams, MS Project and Visio Familiar with MS SharePoint Familiar with Thinkific or alternative e-learning platform Experience : Essential: Project / Change Management experience Desirable: Executive Assistant experience K12 education setting experience Skills & Personal Attributes : Strong communication: clear and effective written and verbal communication with stakeholders across the business including high level executives Active listening: ability to understand the needs of stakeholders and issues from various business perspectives Detailed: high attention to detail in managing schedules, processes, and in spotting inconsistencies or issues before reaching the Director of Education Strategic thinking & planning: Ability to think ahead, anticipate the needs of the DoE & other stakeholders Problem solving: Demonstrating a can-do attitude to identify solutions in response to challenges, and proactively manage obstacles Adaptability & flexibility: Ability to manage a fast-paced and dynamic environment with changing priorities Multi-tasking & time management: Comfortable in managing multiple tasks simultaneously and switching between project management and executive assistant responsibilities Dependability & Accountability: taking ownership and ensuring a consistently high quality of work Professionalism & Confidentiality: diplomatic, tactful, and trustworthy in handling confidential or sensitive information Positive disposition and great sense of humour

Please refer the Job description for details