Field Trip Planning & Coordination
- Coordinate and manage school field trips, including itineraries, budgets, vendor arrangements, staffing, safety protocols, documentation, and approval processes.
- Work with teachers, academic teams, external partners, travel agencies, and service providers to ensure field trips are safe, high-quality, and aligned with school procedures.
- Communicate trip details, consent forms, requirements, and updates clearly to parents, students, teachers, and relevant stakeholders through official channels.
Field Trip Safety, Logistics & Compliance
- Conduct risk assessments for venues, transportation, and activities, ensuring compliance with Child Protection, student safety, and supervision requirements.
- Coordinate with internal departments such as Operations, Accounting, ASO, IT, MLC, Marketing, Purchasing, and Legal to ensure logistics, contracts, payments, and support arrangements are completed properly.
- Supervise or support field trip implementation, including student safety, emergency readiness, incident handling, and communication during unexpected situations.
- Financial Administration & Reporting
- Manage field trip financial processes, including budget planning, approvals, payments, reimbursements, documentation, and compliance with school regulations.
- Collect feedback after trips and maintain records, reports, and documentation for evaluation, improvement, and future reference.
Competition Coordination & Student Support
- Review and recommend suitable national and international competitions for CIS students based on student development needs and the school calendar.
- Prepare competition information, registration forms, documentation, and communication for students, parents, coaches, teachers, and organisers.
- Act as the main communication link between competition organisers, the school, coaches, parents, and students, ensuring deadlines, requirements, and updates are shared on time.
- Support student registration, document submission, payment procedures, and compliance with school policies and competition requirements.
Training, Travel & Competition Operations
- Coordinate with teachers, coaches, mentors, and organisers to support student preparation, training opportunities, clubs, and competition-related programmes.
- Support recruitment and payment procedures for coaches and mentors when required.
- Supervise or accompany students during domestic or overseas competitions when needed, ensuring safety, travel documentation, and compliance.
- Coordinate with internal departments for school-hosted competitions, including logistics, operations, IT, accounting, maintenance, and marketing support.
ECD Support & Continuous Improvement
- Prepare post-event reports, summarise competition outcomes, and work with Marketing to highlight student achievements and school recognition.
- Support other ECD Executives with cross-domain projects, departmental events, operations, and school-wide tasks as assigned.
- Ensure all ECD-related activities comply with Child Protection and Student Safety policies.
- Support communication between parents, students, ECD, teachers, and other school departments to ensure smooth activity implementation.
Participate in post-event evaluations and maintain documentation to improve future ECD initiatives.