secretary to school director's office

CAMPUS: Johannesburg Campus | SUPERVISOR: Senior Executive Assistant to School Director & Board|POSTING DATE: 12 January 2026 |CLOSING DATE: 23 January 2026

Inspire Learning to Build Our Better World. At the American International School of Johannesburg (AISJ), we are committed to providing an exceptional education that empowers global citizens to fulfill their future purpose. Our vision is to inspire learning to build a better world. We seek a dedicated and passionate professional who aligns with our commitment to excellence and believes in the transformative power of education. Every team member is crucial in creating a supportive and nurturing learning environment. At AISJ, we value every employee as a learner and expect them to embody and support the AISJ Portrait of Learner (Resilience, Mindful, Thinker, Globally Connected, Curious, Contributor) through their work. We are dedicated to justice, equity, diversity, and inclusion within our school community.

POSITION OVERVIEW:

This individual provides essential administrative support to the School Director's office, working under the direct supervision of the Senior Executive Assistant to the School Director and Board. This role focuses on routine administrative tasks, general office duties, and visitor management to ensure the smooth operation of the office and to relieve the Executive Assistant of standard administrative responsibilities, allowing them to focus on strategic executive and governance support functions. This is a full-time position working primarily during normal office hours, however requiring flexibility to work outside normal office hours when necessary to support Senior Executive Assistant with Board meetings and events.

Required Qualifications

• Grade 12 or Matric
• Certificate in Secretariat or relevant 3-5 years experience in a similar role

Required Skills and Experience

• Good command of the English language, both spoken and written
• Good communication skills and telephone etiquette
• Basic proficiency in Microsoft Word, Excel, Outlook, and Google Suite
• Typing and data entry skills
• Attention to detail and accuracy

Required Attributes

• Positive, helpful attitude and professional demeanor.
• Good organisational and time management skills
• Team player with a willingness to learn
• Reliable and punctual
• Ability to handle routine confidential information appropriately
• Flexibility to adapt to changing priorities

Preferred Skills and Experience

• Previous administrative or secretarial experience in an office environment
• Experience in a school setting or understanding of educational institutions ie. SASAMS
• Customer service experience
• Driver's license and/or own transport

Duties and Responsibilities:

Administrative Support

• Answer and direct telephone calls in a professional and courteous manner
• Greet and assist visitors to the School Director's office, ensuring a welcoming first impression
• Manage visitor sign-in procedures and notify relevant parties of guest arrivals
• Sort, distribute, and manage incoming and outgoing mail and courier packages
• Maintain office supplies inventory and place orders as needed
• Photocopy, scan, and file documents as requested
• Maintain organized filing systems (both electronic and paper-based)
• Assist with basic data entry and record keeping
• SA SAMS Lurits officer - capturing data and submitting reports

Meeting and Event Support

• Assist with preparation of meeting rooms, including setup and refreshments
• Coordinate basic catering orders for meetings and small events
• Prepare standard meeting materials and handouts as directed
• Assist with sending meeting invitations and confirmations
• Maintain meeting room calendars and bookings

Communication Support

• Draft routine correspondence and communications under supervision
• Proofread documents for basic grammar and spelling errors
• Format documents according to school standards
• Assist with distribution of school communications as directed
• Maintain contact lists and databases.

General Office Management

• Ensure the School Director's office reception area is tidy and presentable
• Maintain office equipment and report technical issues
• Process routine administrative forms and documentation
• Assist with scheduling routine appointments as delegated
• Run occasional office errands as needed
• Provide backup support for other administrative staff during absences

Support to Executive Assistant

• Assist the Executive Assistant with overflow work during busy periods
• Prepare Board meeting materials (printing, collating, organizing packs)
• Help maintain electronic filing systems for Board and School Director materials
• Perform other administrative duties as assigned to support the effective functioning of the office

Working hours: This is a 45-hour per-week position and may be required to work longer hours from time.

APPLICATION PROCESS

To apply, please complete the electronic form please click here. Information captured will be securely stored and used for a reference check on the candidate's compatibility. AISJ reserves the right to appoint the strongest candidate before the closing date if required.

AISJ maintains robust child protection policies to ensure a safe, secure, and caring environment for our students. All employees must undergo criminal background checks, attend annual training, and sign a safeguarding agreement.

By submitting your CV, you consent to AISJ processing your personal information in accordance with our Privacy Policy, accessible at AISJ Privacy Policy, and under the Protection of Personal Information Act of 2013