Executive Assistant / School Administrator

Executive Assistant / School Administrator is available at Livingstone International School in Livingstone, Southern Province, Zambia. Review the job description, requirements, closing date and application details below.

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LIVINGSTONE INTERNATIONAL SCHOOL — WE’RE HIRING! Lead. Inspire. Succeed. | Position: Executive Assistant / School Administrator Livingstone International School is looking for a highly organised, professional, proactive, and trustworthy Executive Assistant / School Administrator to join our team. The successful candidate will provide comprehensive administrative and operational support to school management while ensuring that the school’s day-to-day administration, compliance, and records are handled efficiently and seamlessly. Key Responsibilities: 1. Executive & Administrative Support: Provide administrative support to the School Director and senior management. Manage calendars, appointments, meetings, schedules, and critical deadlines. Draft official correspondence, letters, reports, notices, and internal/external memos. Handle sensitive, confidential information and records with the utmost discretion. Assist with meetings, minute-taking, action tracking, and administrative logistics. 2. General School Administration: Coordinate effectively with teachers, parents, learners, suppliers, and service providers. Assist in organising and managing school events, academic trips, sports days, and extracurricular activities. 3. School Compliance & Licensing: Coordinate Council licence renewals and prepare all related compliance documentation. Assist with DEBS renewals, Ministry inspections, standards audits, and accreditation processes. Maintain up-to-date records and archives of all operating licences, certificates, and official approvals. Monitor renewal cycles and regulatory submission deadlines proactively. Liaise with government departments, council offices, and statutory regulatory bodies when required. 4. Filing, Records & Inventory: Maintain highly organised, secure physical and digital filing systems. Keep accurate records of inventory, teaching materials, and school supplies, ensuring proper tracking and reordering. 5. Finance & Invoicing: Prepare and issue school fees invoices, receipts, and account statements. Maintain detailed payment records and follow up politely and professionally on outstanding school fees. Assist with basic financial administration, bookkeeping support, and reconciliation. Keep financial documentation, audit trails, and payment vouchers strictly organised. 6. School Management Platform & Communication: Manage and update the school management information platform/portal regularly. Maintain accurate student admissions, parent contacts, and administrative records. Send and respond promptly to school emails, parent inquiries, and correspondence. Ensure clear, timely, and professional communication is shared across staff and parent communities. Requirements: Relevant qualification (Diploma or Degree in Business Administration, Education Administration, Secretarial Studies, Public Administration, or related discipline). Proven prior experience in executive assistance, school administration, or institutional office coordination. Excellent written and spoken English communication skills. Strong computer literacy (MS Office: Word, Excel, PowerPoint, Google Workspace, and school databases). Familiarity with Zambian education compliance, DEBS, and local council regulatory frameworks is a strong plus. High level of integrity, confidentiality, punctuality, and emotional intelligence. Working Hours: Monday to Saturday. The successful candidate must be flexible and willing to work within the operational requirements of a busy school calendar. How to Apply: Send your CV and a brief cover letter outlining your suitability for the role to: Email: head@lstoneis.com Location: Livingstone International School, Livingstone, Zambia * Only shortlisted candidates will be contacted.

Requirements

required. 4. Filing, Records & Inventory: Maintain highly organised, secure physical and digital filing systems. Keep accurate records of inventory, teaching materials, and school supplies, ensuring proper tracking and reordering. 5. Finance & Invoicing: Prepare and issue school fees invoices, receipts, and account statements. Maintain detailed payment records and follow up politely and professionally on outstanding school fees. Assist with basic financial administration, bookkeeping support, and reconciliation. Keep financial documentation, audit trails, and payment vouchers strictly organised. 6. School Management Platform & Communication: Manage and update the school management information platform/portal regularly. Maintain accurate student admissions, parent contacts, and administrative records. Send and respond promptly to school emails, parent inquiries, and correspondence. Ensure clear, timely, and professional communication is shared across staff and parent communities. Requirements: Relevant qualification (Diploma or Degree in Business Administration, Education Administration, Secretarial Studies, Public Administration, or related discipline). Proven prior experience in executive assistance, school administration, or institutional office coordination. Excellent written and spoken English communication skills. Strong computer literacy (MS Office: Word, Excel, PowerPoint, Google Workspace, and school databases). Familiarity with Zambian education compliance, DEBS, and local council regulatory frameworks is a strong plus. High level of integrity, confidentiality, punctuality, and emotional intelligence. Working Hours: Monday to Saturday. The successful candidate must be flexible and willing to work within the operational requirements of a busy school calendar. How to Apply: Send your CV and a brief cover letter outlining your suitability for the role to: Email: head@lstoneis.com Location: Livingstone International School, Livingstone, Zambia * Only shortliste

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