Mission

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Main Responsibilities

The Executive Assistant supports the Head of School and the Director of Administration and Finance (DAF) in the following areas:

Secretarial and administrative management related to the day-to-day operation of LFM.
Administrative management of student enrollment, admissions, and student records for all LFM students.
Welcoming, advising, and supporting parents, students, and staff on matters relating to schooling and student administration.
Supporting the school leadership team with specific Human Resources management tasks.

The Executive Assistant may be assigned duties and responsibilities including the following:

 

School Leadership Support and Administration

Provides reception and secretarial support to the school leadership team:

Receives, transfers, and screens telephone calls.
Welcomes and directs visitors and organizes school visits.
Manages agendas (appointments, meetings, conference calls, etc.), calendars, and LFM and EIS schedules in coordination with the school leadership team.
Manages incoming and outgoing correspondence and emails (receipt, response within the relevant areas, forwarding, and archiving).
Follows up on and manages assigned files and projects (presentations, reports, minutes, administrative procedures, follow-ups).
Filing and archiving.
Manages office supplies, consumables, and orders for the department.

 

Administrative Duties
Prepares, processes, and follows up on enrollment and re-enrollment applications.
Manages and follows up on student departures, including issuing school certificates, forwarding documents and records, and assisting families with permanent departures.
Provides administrative support for student records and schooling:
Prepares, updates, and distributes student data, including student lists by grade and class, enrollment figures, parent contact details, teacher contact details, class mailing lists, and attendance/sign-in sheets for school committees and governing bodies.
Verifies students’ administrative records.
Prepares, organizes, and follows up on internal elections.
Coordinates and follows up on school committees and governing bodies (minutes, invitations, attendance sheets, room and equipment preparation).
Takes notes and prepares meeting minutes and official reports when requested.

 

Communication
Organizes the onboarding of new staff members in coordination with the school leadership team.
Contributes to updating information across the school's various communication channels and materials (student handbook, website, teacher and/or family onboarding kits, parent directory, etc.).
Assists with the preparation, formatting, and proofreading of the Yearbook and various newsletters.
Updates the administrative documentation database (events/celebrations, deadlines, calendars, meeting minutes, election results, etc.).
Develops and maintains the school's internal calendar.
Supports the school leadership team in liaising with the French Embassy and the Alliance Française regarding cultural, educational, and sporting activities.
In coordination with teachers, prepares, manages, and follows up on school trips and educational outings (preparation of documentation, collection of required authorizations, reservations, and transportation arrangements).
May be required to inform parents when their children are absent from class.

 

Examination Administration
Handles student examination registrations and follows up on examination files.
Participates in organizing examinations held at LFM (preparation of schedules, examination notices, official reports, attendance sheets, and room and equipment preparation).
Provides administrative support for examinations (welcoming and notifying examination panels, monitoring examination-related allowances and payments).
Distributes examination results and report cards, creates student files, issues diplomas, and participates in the organization of graduation ceremonies.

 

Human Resources
Assists with the administrative management of Human Resources (verification of services rendered, monitoring of overtime hours, contracts, absences, internal memos, etc.).
Participates in staff recruitment.
Organizes employee training sessions at the request of the school leadership team.
Participates in the organization of professional development and continuing education sessions held at the school and contributes to the organization of events held within the Asia-Pacific zone for which LFM is the organizing institution.
Carries out other Human Resources duties in coordination with the LFM school leadership team.

As a direct collaborator of the Head of School and the Director of Administration and Finance (DAF), the Executive Assistant plays a highly strategic role and must demonstrate adaptability, energy, initiative, and a proactive approach.

 

Reporting Line and Functional Responsibilities
Reports directly to the Head of School.
Reports to the Director of Administration and Finance (DAF) for administrative and Human Resources matters.

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Profile

Required Skills and Qualifications
Fluency in both English and French is mandatory.
Knowledge of Tagalog is an advantage.
Proficiency in standard office software, particularly Word, Excel, and Outlook.
The candidate must be able to quickly master the school's internal systems, particularly Eduka and Pronote.
An exemplary professional attitude, loyalty, and strict respect for confidentiality are essential requirements.

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Application file:

• CV (typed)

• Cover letter (typed)

• Copy of the required diplomas

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The school reserves the right to conduct reference checks.

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Competencies

-Communication skills
-Interpersonal skills
-Teamwork
-Strong organizational skills

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Practical Information

Located near the economic heart of the capital, the Lycée Français de Manille is an AEFE-accredited school within the French international education network, welcoming 320 students from preschool to high school. The only school in the Philippines officially accredited by the French Ministry of National Education, it offers pathways of achievement and excellence aligned with the French national curriculum, from pre-kindergarten through Grade 12.

Historically linked to the German School under the Eurocampus label, LFM stands out for its international, multilingual, and multicultural environment, fostering the personal and professional growth of both students and staff. Within this European context, LFM is recognized for the quality of its teams and the richness of its educational, cultural, artistic, and sports projects.

An ambitious language policy further strengthens the excellence of its academic offer: American International Section, French International Baccalaureate (BFI), European Section, language certifications, and a dedicated French as a Foreign Language (FLE) support program.

Set within a green campus, LFM provides a dynamic, stimulating, and collaborative working environment, supported by high-quality educational and sports facilities: a grass sports field, a gymnasium, a climbing wall, a swimming pool, and a learning pool.

In this preserved and privileged setting at the heart of the metropolis, our students are at the center of a project built on academic rigor, pedagogical innovation, and care

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Principal’s Message

Interested in a rewarding professional experience in an international environment? Seize the opportunity and join the school community of the Lycée Français de Manille, a dynamic and multicultural institution within the AEFE network!

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Nicolas BOIS

Principal