Executive Assistant / School Administrator

Job description

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.