PA to the General Manager

Role Overview:

St. Paul’s School is seeking a Personal Assistant to support the General Manager (GM), with administrative experience in client-focused environments. The ideal candidate is organized, proactive and able to work independently in a dynamic setting. Strong verbal and written communication skills are essential for interacting with colleagues, parents, students, visitors and suppliers. The role requires attention to detail, discretion and the ability to handle confidential information. Advanced proficiency in Word and Excel is required.

About us:

St. Paul’s was founded in 1926 and was the first school in South America to receive accreditation from the UK government as a British School Oversees. Fully coeducational, with about 1,000 pupils, aged from 3 to 18, it is a school with history and tradition, but which embraces innovation, contemporary values and the latest in digital learning. We are a world-class school, and an international member of HMC and IAPS, and a member of COBIS and the LAHC. We are proud of our local, national and international reputation and we constantly strive to improve the opportunities for our pupils and staff. Our recent BSO inspection judged us as a leading British School overseas, and you can download the report from our website. Our exceptional facilities place teaching and learning at the heart of the school

Watch a video of the school:

More details about the school can be found at www.stpauls.br.

Key Responsibilities:

Calendar and Communication Management

• Manage and schedule individual and group meetings, ensuring the GM’s calendar is organized.

• Attend to staff, suppliers, and partners in person, by phone, or via email, providing appropriate support and guidance.

• Submit requests for meeting room reservations, maintenance, cleaning, and other infrastructure services.

Administrative and Financial Support

• Request office supplies for the GM and follow up on contracted services.

• Manage legal collections and process payments for invoices and services required by the GM.

• Prepare corporate card usage reports and handle expense reimbursement processes, when applicable.

• Monitor and manage the corporate credit card for role-related payments.

Documentation and Legal Matters

• Manage statutory documentation, including liaising with the legal team to collect signatures on board minutes, powers of attorney, and other legal documents.

• Coordinate signature collection for chemical product license renewal documents with the relevant authorities, in partnership with Realiza.

• Manage documents in SharePoint.

• Oversee all school contracts, including drafting, legal review, and verifying documents requiring the GM’s signature, ensuring compliance with commercial terms and LGPD (General Data Protection Law).

Research and Benchmarking

• Periodically collect updated tuition fees and other charges from major competing schools and update the adjustment management spreadsheet.

Events, Travel, and Professional Development

• Register the GM for conferences (ISBA, COBIS), courses and relevant events.

• Coordinate all administrative logistics for these activities, including liaising with travel agencies for flights and accommodations.

• Manage the travel agency to ensure compliance with school policies.

• Ensure planning, setup, and execution of GM-requested events/meetings (Board Meeting, ALM, SPL, etc.).

Personal Support for the GM (as needed)

• Track ongoing GM-directed projects to support follow-up on deadlines, documentation and deliverables.

Work Schedule:

On-site at the school from 7:15 AM to 4:30 PM.

Professional Profile

• Bachelor’s degree in Administration, Accounting, Economics, Executive Secretariat, or related fields

• Experience in executive or administrative assistance

• Calendar, meeting, and correspondence management

• Basic financial management (payments, budgets, spreadsheets)

• Advanced Office skills (Excel, Word, PowerPoint)

• Advanced English

Personal profile

• Confident IT skills including Microsoft Office, with focus on Word and Excel

• Adaptable and proactive, thriving in fast-paced environments with shifting priorities

• Excellent team working skills and the willingness to work as an integral part of a busy team in the accomplishment of common goals and objectives

• Excellent interpersonal, communication and organizational skills

• Ability to develop a positive relationship with staff, parents and suppliers

• Confident handling of enquiries by telephone, email and in person

• Ability to maintain confidentiality at all times and work with discretion when dealing with sensitive and confidential information Curiosity, willingness to learn and grow