Executive Secretary/Personal Assistant to the Principal

About Us:

The Islamic College of Melbourne (ICOM) is an established educational institution committed to delivering excellence in education. We provide a supportive and enriching environment for both students and staff. Our curriculum is designed to inspire academic achievement, personal growth, and lifelong learning.

Job Description:

We are seeking an experienced and highly organised Executive Secretary/Personal Assistant to provide professional support to the Principal.  This is an exciting opportunity to play a key role in ensuring the smooth running of executive operations in a dynamic F–12 school environment.

This position offers a unique opportunity to work closely with the Principal, providing critical support that extends beyond day-to-day administration to include coordination of key initiatives and stakeholder engagement.

Appropriate rigorous reference and background checking will be undertaken for all applicants.

About You:

You are a proactive professional who thrives on structure, organisation, and meaningful contribution. You bring initiative and adaptability, and to every task, and you have the ability to see the bigger picture while managing fine details.

Key Responsibilities:

• Provide comprehensive and confidential support to the Principal, ensuring smooth day-to-day operations.
• Manage an active and evolving schedule of meetings, events, and priorities.
• Draft, edit, and prepare correspondence, reports, and documents to a high professional standard.
• Coordinate the Principal's meetings; preparing agendas, taking minutes, and ensuring timely follow-up on action items.
• Manage and prioritise communications, ensuring matters are handled with discretion and accuracy.
• Support the execution of school-wide projects, leadership initiatives, and strategic goals.
• Oversee deadlines and deliverables across multiple departments, ensuring timely outcomes.
• Assist with the preparation of leadership reports, data summaries, and strategic documents.
• Streamline administrative processes and implement improvements that enhance office efficiency.
• Act as a trusted liaison between the Principal and internal/external stakeholders.
• Foster positive and professional relationships with staff, parents, and community partners.

• Uphold the highest level of confidentiality, professionalism, and discretion at all times.

• Demonstrate initiative, foresight, and problem-solving capabilities.

• Represent the Principal's Office with professionalism and integrity in all communications.
• Support the Principal in creating a culture of excellence, collaboration, and continuous improvement.

Requirements:

• Demonstrated experience providing high-level executive or administrative support (preferably in education, government, or corporate settings).
• Outstanding organisational and time management skills, with the ability to handle competing priorities.
• Strong written and verbal communication skills, with exceptional attention to detail.
• High level of digital literacy and proficiency with Microsoft Office Suite.
• Ability to exercise judgment, confidentiality, and diplomacy in all interactions.
• A proactive and solutions-oriented mindset, with a commitment to professional excellence.
• 1 to 2 year experience in a similar role
• Experience in Synergetic software is an advantage​

Why Join Us?

• Be part of a vibrant and supportive school community.
• Contribute to meaningful work that directly supports the growth and success of students and staff.
• Work in a collaborative and values-driven environment.

How to Apply:

Interested applicants should submit their resume and a cover letter outlining their qualifications and relevant experience to the principal at Please include the names, titles and contact details of three referees.

ICOM is an equal opportunity employer and welcomes applications from individuals of all backgrounds.

The Islamic College of Melbourne is committed to providing safe services. We have a zero tolerance approach to abuse. Our human resources and recruitment practices are strictly adhered to during the application, interviewing and selection process.

Applicants are advised that the Islamic College of Melbourne undertakes working with children checks, police record checks and reference checks to ensure that the College is recruiting the right people for our College.