Executive Assistant to Head of College

Role Overview

The Executive Assistant to the Head of College provides comprehensive executive, administrative, and operational support to the Head of College, enabling the effective leadership and day-to-day management of Dulwich College Bangkok.

As a trusted partner to the Head of College, the Executive Assistant is responsible for managing complex schedules, travel arrangements, correspondence, meetings, expenses, and key administrative processes. The role serves as a central point of coordination across the College, building strong relationships with academic and operational teams to facilitate communication, resolve issues proactively, and support the smooth running of the school.

The Executive Assistant also plays an important role in supporting school operations, including reception coverage during peak periods, attendance monitoring processes, recruitment administration, and the coordination of visits from Education in Motion (EiM) colleagues and other distinguished guests. Through exceptional organisation, discretion, and relationship management, the role contributes significantly to the effectiveness of the College Leadership Team and the wider College community.

Duties and Responsibilities

Executive Support and Administration

• Provide proactive, high-level executive and administrative support to the Head of College.

• Manage the Head of College's complex calendar, appointments, meetings, and commitments, ensuring effective prioritisation and coordination of competing demands.

• Prepare, manage, and coordinate correspondence, reports, presentations, briefing papers, and other documentation on behalf of the Head of College.

• Coordinate and support meetings, including scheduling, preparation of agendas and papers, minute taking, action tracking, and follow-up on agreed actions.

• Manage domestic and international expense claims and travel arrangements, including flights, accommodation, visas, itineraries, transportation, and associated logistics in accordance with EiM Travel and Expenses Policy.

• Maintain confidential records, files, and information with the highest levels of discretion, professionalism, and integrity.

• To support Head of College in review Staff, Student and Parents Handbook on a yearly basis

• Act as a gatekeeper to ensure the Head of College is punctual for his meetings and/or events.

Communication and Stakeholder Management

• Act as a key point of contact for the Head of College, managing communications with staff, parents, students, governors, Education in Motion colleagues, and external stakeholders.

• Build strong relationships across academic and operational teams to facilitate effective communication, collaboration, and problem-solving.

• Serve as a central liaison between departments, ensuring information is shared effectively and actions are coordinated in a timely manner.

• Proactively identify and resolve operational issues by working collaboratively with relevant teams to ensure the smooth day-to-day running of the College.

• Liaise regularly with colleagues across the Dulwich College International and Education in Motion network to share best practice, align administrative processes, and support collaborative initiatives.

School Operations

• Support the daily operation of the College by providing reception coverage during peak periods, including student drop-off and pick-up times, ensuring a welcoming and professional experience for families and visitors.

• Support attendance management processes, including monitoring late arrivals and absences, ensuring registers are completed accurately, and following up in accordance with College procedures.

• Work closely with academic and operational teams to ensure issues affecting the student, parent, or staff experience are addressed promptly and effectively.

• Assist with operational projects and initiatives that contribute to the continuous improvement of College systems, processes, and services.

Recruitment and Human Resources Support

• Support the Human Resources team with recruitment administration, including interview scheduling, candidate communications, reference collection, and onboarding coordination.

• Assist with the planning and coordination of recruitment events, candidate visits, and induction activities.

• Support administrative processes related to staff appointments and other HR initiatives as required.

Education in Motion and Visitor Coordination

• Lead the planning and coordination of visits from Education in Motion representatives, Dulwich College International colleagues, governors, and other VIP visitors.

• Develop and manage detailed visit programmes and itineraries, coordinating with relevant departments to ensure a seamless and professional visitor experience.

• Act as the primary administrative contact for visiting parties, ensuring all logistical, operational, and hospitality requirements are met.

Event and Project Coordination

• Coordinate and support College events, leadership meetings, workshops, conferences, and strategic initiatives led by the Head of College.

• Manage event logistics, including scheduling, venue arrangements, communications, documentation, hospitality, and on-site support.

• Provide project coordination support for College-wide initiatives, monitoring timelines, actions, and deliverables to ensure successful implementation.

Professional Contribution

• Promote and uphold the values, vision, and standards of Dulwich College Bangkok in all interactions and responsibilities.

• Demonstrate exceptional professionalism, judgement, and discretion when handling sensitive matters.

• Contribute positively to a collaborative, service-oriented culture that supports excellence across all areas of the College.

Qualifications Experience and Skills

Proven experience as an Executive Assistant, Senior Administrator, Chief Executive Assistant, or similar role supporting senior leaders.

• Experience managing complex calendars, travel arrangements, expenses, meetings, and executive administration.

• Strong organisational skills with the ability to manage multiple priorities, deadlines with excellent attention to detail.

• Excellent interpersonal and relationship-management skills, with the ability to build credibility and trust across all levels in all Dulwich Colleges, including but not limited to Education in Motion (EiM) stakeholders and external partners.

• Strong written and verbal communication skills in English.

• Experience coordinating meetings, preparing minutes, and tracking actions.

• Ability to work independently, exercise sound judgement, and proactively solve problems.

• Experience supporting projects, events, or cross-functional initiatives.

• Strong attention to detail and commitment to accuracy.

• Demonstrated ability to handle confidential and sensitive information with discretion.

• Strong customer-service orientation and commitment to delivering a positive stakeholder experience.

• Advanced proficiency in Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.

•Proven experience as an Executive Assistant, Senior Administrator, Chief Executive Assistant, or similar role supporting senior leaders.

• Experience managing complex calendars, travel arrangements, expenses, meetings, and executive administration.

• Strong organisational skills with the ability to manage multiple priorities, deadlines with excellent attention to detail.

• Excellent interpersonal and relationship-management skills, with the ability to build credibility and trust across all levels in all Dulwich Colleges, including but not limited to Education in Motion (EiM) stakeholders and external partners.

• Strong written and verbal communication skills in English.

• Experience coordinating meetings, preparing minutes, and tracking actions.

• Ability to work independently, exercise sound judgement, and proactively solve problems.

• Experience supporting projects, events, or cross-functional initiatives.

• Strong attention to detail and commitment to accuracy.

• Demonstrated ability to handle confidential and sensitive information with discretion.

• Strong customer-service orientation and commitment to delivering a positive stakeholder experience.

• Advanced proficiency in Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.

• Experience working within an international school, educational environment, or multinational organisation would be advantageous.

• High levels of professionalism, integrity, resilience, and adaptability.

Dulwich College International is committed to safeguarding and promoting the welfare of all the students in our care and expects all applicants to share this commitment. We follow safe recruitment practices which are aligned to the recommendations of the International Task Force on Child Protection. We hold ourselves to a high standard of effective recruiting practices with specific attention to child protection. All appointments are subject to an interview, identity checks, criminal record checks, and successful references.