Isolde Malan

Senior-level education administration and executive coordination professional with 14 years' experience across education, corporate and professional environments, with substantial responsibility for academic and student administration, regulatory compliance, examination administration, policy implementation, audit readiness, stakeholder management and executive support. Currently serving as PA to the Principal at The Bay Academy, with a functional portfolio extending well beyond traditional executive assistance to include CEMIS/WCED administration, Umalusi accreditation and audit readiness, POPIA compliance, policy management, student records, examination administration, staff onboarding, HR administration and cross-functional school operations. Highly organised, accurate and solutions-driven, with strong interpersonal and communication skills and the ability to manage competing priorities, confidential information and high-pressure deadlines.

PA to the Principal | Senior Academic Administration & Compliance Coordinator | Pearson Exams Officer at THE BAY ACADEMY, HOUT BAY (2025-09 – Present)

• Academic & student administration: support the implementation, administration and compliance monitoring of academic policies and procedures; maintain oversight of student and academic administration processes; and ensure accurate, current and appropriately authorised records.
• CEMIS / WCED: manage and reconcile student and academic information; administer results-related updates, subject changes, language concessions/exemptions and other regulatory or system requirements; liaise with WCED where required.
• Student records & data integrity: maintain confidential student and academic records, verify information across CEMIS, MyStaffRoom and Pearson systems, and ensure consistency between systems and internal records.
• Umalusi & compliance: coordinate the school's Umalusi accreditation process, including self-evaluation requirements, evidence gathering, compliance documentation, policy records, audit readiness and preparation for external evaluation.
• Policy management: coordinate policy review and updates, maintain policy documentation and registers, record policy review meetings, and ensure approved changes are communicated to relevant staff.
• POPIA / information governance: maintain secure handling of confidential student, parent and staff information; support POPIA and PAIA compliance; and assist with appropriate document control, access and retention practices.
• Examinations: serve as Pearson Edexcel Exams Officer, managing candidate registrations, access arrangements, timetables, examination materials, venues, invigilation, results, appeals, irregularities and audit-ready records.
• Staff onboarding & HR: coordinate onboarding and induction administration for new staff; prepare employment offers and contracts; maintain secure staff records; and ensure relevant policies and procedures are communicated.
• Executive & operational support: provide high-level support to the Principal, coordinate meetings, correspondence, documentation and action items, and work across academics, student affairs, HR, examinations, compliance, marketing and school operations.
• Stakeholder management: maintain professional relationships with students, parents, teachers, management, regulators and external stakeholders; resolve complex administrative queries and communicate regulatory and procedural changes clearly.

Executive Assistant & School Secretary at DEUTSCHE SCHULE HERMANNSBURG, KZN (2023-10 – 2025-08)

• Provided senior administrative support to the Head of School across academic, HR, financial and operational functions.
• Managed student and staff databases on ADAM and ISASA, maintaining accurate information for compliance and reporting.
• Acted as primary liaison for parents, staff and external stakeholders, resolving queries and ensuring professional communication.
• Managed front-office operations, communication systems and fleet logistics.
• Administered monthly EMP201 submissions, invoices, bursary applications and supplier payments.
• Coordinated the German Exchange Programme, including travel, visa and student administration.
• Accompanied Grade 10 students on international educational travel to Turkey and Germany.
• Maintained confidential documentation and accurate administrative records while supporting senior management with day-to-day operational coordination.

Executive Virtual Assistant – Estate Planning Attorney at POSEIDON MANAGEMENT (GET STAFFED UP), FLORIDA, USA (2022-02 – 2023-08)

• Managed client communication, scheduling, research and confidential legal documentation.
• Prepared legal documents including wills, trusts and powers of attorney following attorney-client consultations.
• Maintained digital records, contact databases and online calendars.
• Prepared reports and presentations and managed competing priorities while maintaining accuracy and confidentiality.

Administration, Legal Transcription & Bookkeeping at FREELANCE ADMINISTRATION & TRANSCRIPTION (2019 – 2023)

• Provided legal transcription for South African court cases, bookkeeping and reception/administrative support for local businesses and veterinary practices.
• Managed confidential documentation, client information and administrative workflows.

Insurance Broker at BROKOOP INSURANCE BROKERS, PIETERMARITZBURG (2016-06 – 2018-09)

• Managed and developed client portfolios, processed renewals and negotiated insurance rates.
• Maintained accurate client records and documentation and managed client communication and service requirements.

Underwriter | Claims Handler at SAFIRE INSURANCE COMPANY, PIETERMARITZBURG (2014 – 2016)

• Processed policies, renewals and endorsements and managed claims efficiently and accurately.
• Liaised with clients, brokers and insurers while maintaining accurate records within regulatory requirements.

Claims Clerk at MOOLMAN BROKERS, VRYHEID (2011-09 – 2014-02)

• Submitted and monitored insurance claims, liaised with clients and insurers, maintained supporting documentation and followed up on outstanding information.

Matric – Pongola Akademie

Higher Certificate in Short-Term Insurance

Certificate in Pastel Accounting

BCom in Short-Term Insurance

BSc Psychology & Nutrition – Partial in Psychology & Nutrition – North-West University (2006 – 2009)