Headmaster’s Personal Assistant Secretary

• Ntare Louisenlund School Careers
• Rwanda
• Headmaster/Head of school office

Ntare Louisenlund School is seeking a reliable and efficient headmaster’s personal assistant (PA) secretary to join our school. The headmaster’s personal assistant (PA) secretary will play a vital role in providing administrative support to the Headmaster/head of school. Can you imagine helpings to design the school of the future by promoting personalized learning, student agency, and twenty-first century skills? If so, please consider applying. We’re looking to fill the following position for the School (international curriculum) starting on 15 May 2024.

Who we are:

Ntare Louisenlund School (Rwanda) aspires to become a leading institution in Africa, dedicated to fostering excellence in education. Through the Rwanda plus-STEM program, the school aims to attract the finest talents in mathematics, computer science, natural sciences, and technology, serving as a catalyst for innovation, entrepreneurship, and future-shaping endeavors. Situated on a sprawling 60-hectare campus in Rwanda’s Bugesera District, a brief forty-five-minute drive from Kigali, the school is designed to accommodate up to 1000 boarding students.

Ntare Louisenlund School is committed to delivering an exceptional international education, empowering students to seek scholarships at the world’s leading universities. The student body will comprise two halves, with a portion selected through a rigorous assessment and funded by appropriate scholarships (plus-STEM stream), and the remainder consisting of students from across Africa pursuing the IB Diploma with their families financing the education. Seeking candidacy as an IB World School, Ntare Louisenlund School plans to offer the IB Middle Years Programme and Diploma Programme.

Operated and managed by Ntare Louisenlund CBC, in collaboration with Stiftung Louisenlund, a renowned institution with over 70 years of experience running a secondary boarding school in Germany, Ntare Louisenlund School strives for comparable excellence at both locations in Germany and Rwanda. A strategic partnership with the Rwandan government is envisioned to identify plus-STEM students eligible for government scholarships.

Your challenge and responsibilities:

This position requires a proactive, organized, and adaptable individual capable of managing various administrative tasks efficiently. The headmaster’s personal assistant (PA) Secretary serves as a liaison between the Headmaster, staff and external stakeholders, ensuring smooth communication and effective coordination of the head of school/headmaster’s office.

Your Main Responsibilities:

Administrative support;

• Manage the Headmaster’s schedule, including arranging appointments, meetings, and travel itineraries
• Prepare correspondence, reports, presentations, and other documents on behalf of the headmaster.
• Maintain accurate records, files, and databases, ensuring confidentiality and data integrity
• Handle incoming communications, including phone calls, emails, and mail, and prioritize accordingly.
• Coordinate logistics for special events, conferences, and school functions as directed by the headmaster.

Communication and liaison;

• Serve as the primary point of contact for inquiries directed to the Headmaster, providing timely and professional responses.
• Facilitate communication between the Headmaster and various stakeholders, including staff, students, parents, board members, and external partners.
• Draft and distribute internal communications, announcements, and memos as needed.
• Maintain positive relationships with stakeholders and represent the Headmaster’s office with professionalism and discretion.
• Coordinate with other administrative staff to ensure efficient operation of the office and support services.

Office Management;

• Organize and maintain the Headmaster’s office space, ensuring cleanliness, organization, and functionality.
• Manage office supplies inventory and place orders as necessary.

Confidentiality and discretion;

• Handle sensitive information with the utmost confidentiality and discretion.
• Exercise judgment and discretion in screening visitors and callers and managing confidential documents and communications.
• Adhere to privacy regulations and school policies regarding the handling of sensitive information.
• Coordinate project timelines, tasks, and resources to ensure successful outcomes.

Your Profile:

• Bachelor’s degree business administration or equivalent qualification is required additional certification in office administration or secretarial studies is preferred with 5 years of practical work experience.
• Proven experience as an executive assistant, personal assistant, or secretary, preferably in an educational or similar setting.
• Strong communication skills, both written and verbal, with a professional and courteous demeanor.
• Proficiency in office software applications, including word processing, spreadsheet, and presentation software.
• Excellent interpersonal skills, with the ability to interact professionally with diverse stakeholders.
• Strong organizational skills and attention to detail, with the ability to prioritize tasks and manage time effectively.
• Ability to maintain confidentiality and exercise discretion in handling sensitive information.
• Attention to detail and accuracy in all aspects of work.
• Customer service-oriented mindset with a positive attitude and willingness to assist others.
• Fluency in English and Kinyarwanda is required, additional language proficiency is an advantage.
• A proactive and service-oriented approach to supporting the needs of the Headmaster and the school community.
• Previous experience in a similar administrative role, preferably in an educational institution or other professional environment, is highly desirable.
• Flexibility and adaptability to changing priorities and situations

We offer:

• A fully equipped school campus with excellent facilities in a beautiful natural setting in Bugesera.
• Optional campus housing on a first-come-first-serve basis.
• An exceptional in-house professional development programme with travel opportunities for further IB professional development.
• Small learning groups.
• An extensive and diverse co-curricular programme and the possibility of taking part in or offering co-curricular experiences for students.
• Collaboration with an experienced, internationally recognized school in Germany.
• Various partnerships with external educational partners.
• A committed, dedicated, and team-oriented faculty.
• An attractive compensation package based on your level of experience. This figure includes the staff housing allowance. All staff salaries are paid in RWF.