Administrative Assistant/Parent Relations Officer Lusaka Oaktree School

Lusaka Oaktree School is a prestigious School dedicated to providing high-quality education to students in Lusaka, Zambia. LOTS is a full spectrum Cambridge International School, offering Cambridge Primary, Lower Secondary, IGCSE, and A Levels programmes.

The School Administrative Assistant/Parent Relations Officer at the Lusaka Oaktree School is responsible for building and maintaining strong relationships between the school and parents. The officer works to ensure that parents have a positive experience with the school and feel informed and engaged in their child’s education.

Key Responsibilities:

• Calendar Management: Manage the CEO’s and senior leadership team’s schedules, including scheduling meetings, appointments, and travel arrangements. Proactively identify potential conflicts and prioritize tasks to ensure efficient time management.
• Communication and Correspondence: Act as the first point of contact for the CEO and senior leadership team, answering phone calls, screening emails, and managing incoming inquiries. Draft and proofread professional correspondence, presentations, and reports.
• Meeting and Event Support: Organize and manage meetings, conferences, and events for the CEO and senior leadership team. This includes securing venues, preparing agendas, coordinating logistics, and ensuring smooth execution.
• Project Management: Assist with various projects as assigned, including research, data analysis, and report preparation. Manage deadlines and ensure projects are completed efficiently and effectively.
• Travel Arrangements: Book and manage travel arrangements for the CEO and senior leadership team, including flights, hotels, and ground transportation. Ensure compliance with travel policies and maintain accurate records.
• Office Administration: Manage office supplies, inventory, and equipment. Maintain a clean and organized work environment. Coordinate with vendors and service providers.
• Confidentiality and Discretion: Maintain strict confidentiality of all sensitive information and exercise discretion in all communications and interactions.Develop and implement strategies for building positive relationships between the school and parents
• Act as a liaison between the school and parents, answering questions and addressing concerns
• Organize and lead parent-teacher conferences and other events to keep parents informed and engaged in their child’s education
• Create and distribute regular communications to parents, including newsletters, emails, and social media updates
• Develop and implement programs and initiatives that support parent involvement in the school and their child’s education
• Collaborate with school administrators and staff to create a welcoming and inclusive environment for all families
• Monitor and evaluate the effectiveness of parent engagement strategies and make improvements as needed
• undertake other such duties as may be reasonably expected

Qualifications:

• Bachelor’s degree in business administration, executive assistance, or a related field preferred.
• Minimum of 3-5 years of experience working as an Executive Assistant or in a similar administrative role.
• Strong organizational and time management skills with the ability to prioritize tasks and meet deadlines efficiently.
• Excellent communication and interpersonal skills, both written and verbal.
• Ability to work independently and as part of a team.
• Proactive and problem-solving oriented, with the ability to anticipate needs and take initiative.
• Discretion, confidentiality, and professionalism are essential.
• Strong proficiency in Microsoft Office Suite and familiarity with project management tools preferred.