Executive Assistant to the Headmaster

Southwell School invites applications for the position of Executive Assistant to the Headmaster. This is a high-level administrative role requiring a sophisticated blend of executive support, governance liaison, and community engagement within one of New Zealand’s leading independent schools.
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The Executive Assistant provides comprehensive support to the Headmaster to ensure the seamless and efficient management of the School. The successful candidate will act as a vital conduit between the Headmaster’s office and the students, staff, parents, and the wider Southwell community. Furthermore, this role provides essential secretarial and administrative support to the School Trust Board and the Fellows.
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Key Areas of Responsibility
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1. Executive Support & Communication‍
   
   • Manage the Headmaster’s complex diary, travel arrangements, and high-volume correspondence.
   • Oversee the School’s digital presence, including the website and social media platforms (Facebook and Instagram).
   • Coordinate key school events, including Open Days, Prize-givings, and Founders Day, ensuring all invitations, programmes, and runsheets are executed to the highest standard.
   • Facilitate student-related administration, including Prefect appointments and the preparation of student badges and honours.
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2. Governance & Board Support
   
   • Serve as the primary administrative point of contact for the Trust Board and the Fellows.
   • Attend all Board and Fellows meetings, prepare agendas, and record formal minutes.
   • Maintain the Board web portal, resolution files, and relevant Charities Commission documentation.
   • Ensure all Board and International policies and procedures are updated and ratified annually.
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3. Human Resources & Administration
   
   • Provide HR administrative support, including the preparation of staff contracts and offer letters.
   • Maintain confidential personnel filing and appraisal documentation.
   • Manage staff leave records and internal communications regarding personnel milestones.    
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Core Competencies & Requirements

The Board and Headmaster seek a candidate who embodies the values of Southwell School and demonstrates the following:

• Exceptional Professionalism: A high standard of personal presentation and the ability to maintain absolute confidentiality in all matters.
• Communication Excellence: Advanced written and oral communication skills, with a meticulous eye for detail regarding literacy, grammar, and branding.
• Strategic Organisation: The ability to prioritise competing demands, preempt communication needs, and manage workflow with minimal supervision.
• Technical Proficiency: Advanced skills in Google Workspace, Microsoft Office and experience in website management. Familiarity with PC Schools or similar management systems is preferred.
• Interpersonal Finesse: A warm, welcoming, and confident manner when interacting with both adults and children. A positive attitude and a sense of humour are essential for success in this environment.

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Commitment to Excellence
The successful applicant must be prepared to work flexibly, including attending evening meetings or school functions when required. This role demands a proactive individual who can work under pressure while maintaining a high level of accuracy, confidentiality and professional decorum.