Personal Assistant/Administrator

About the Role

We are seeking a highly organised and detail-oriented Personal Assistant/Administrator to provide administrative support to the Assistant Principal & Director of Jewish Life. The role will also be responsible for providing support to the Heads of Jewish Studies and their teams.

This position is part-time, 4 days per week during school term time only, plus an additional 2 weeks to be worked during the school holidays.

Key Responsibilities

Administrative Support & Communication

• Provide high-level support including managing correspondence, scheduling meetings, and preparing documents and presentations.
• Respond to and re-direct emails as appropriate; review, format, and edit correspondence including from Jewish Life leaders.
• Serve as the primary liaison between the Assistant Principal, staff, students, parents, and external partners.
• Draft letters, reports, and educational materials aligned with Jewish Life department standards and school values.
• Maintain confidentiality and handle sensitive matters discreetly, upholding the school's ethos and respect for Jewish traditions and diversity.
• Coordinate onboarding of new staff within the Jewish Life department.

Calendar & Event Management

• Organise and maintain the Assistant Principal's calendar, ensuring alignment with school events and meetings.
• Coordinate appointments and assist in planning Jewish Studies initiatives.
• Support logistics and communication for Chagim (Jewish festivals), ceremonies, memorial days, camps and overseas programs.
• Project & Program Coordination
• Assist in the planning and implementation of Jewish Studies initiatives in collaboration with teaching staff and community representatives and organisations.
• Track action items from meetings and follow up to ensure timely completion.

Resource & Budget Management

• Coordinate and order resources for festivals (e.g., Challah every Friday, Model Sedarim, special dietary needs).
• Create and process purchase orders; assist with budget tracking and procurement of Jewish Studies materials.
• Maintain and update files, databases, and resources related to Jewish Life programming.

Role Requirements

• Demonstrated experience in a Personal Assistant or similar administrative role, preferably within the education sector.
• Outstanding communication skills, including an ability to provide effective and accurate information to students, parents, staff and members of the community.
• Strong organisational skills with a proven ability to work under pressure with conflicting priorities, meet strict deadlines and pay attention to detail.
• Ability to maintain confidentiality and handle sensitive matters diplomatically and discreetly.
• Ability to work independently and as part of a team.
• Flexibility to work after hours for key events or meetings with international providers.

Benefits

• Up to 7 days of gifted leave per year (Jewish Holidays) in addition to public holidays
• Permanent full-time staff entitled to a 25% school fee discount for their children (Kindergarten to Year 12). Permanent part-time employees (working more than 50% of FTE) will be entitled to a pro-rata fee discount
• Free private & secure onsite car parking with onsite security
• Free membership & access to onsite gym & swimming pool
• Onsite Canteen
• Free access to confidential wellbeing support including onsite psychologists, counsellors & external Employee Assistant Program (EAP)
• Discounts at local retailers including – cafes, car repairs & more
• Discounted rental rates for hiring school facilities
• Located close to the Monash Freeway, Tooronga Train Station (7-min walk) and trams (10-minute walk)