Executive Assistant & Administrative Officer

Job Purpose

The Executive Assistant role encompasses a wide range of duties, including supporting the Senior Leadership Team (SLT) and assisting with the daily operations of the larger school leadership group. This position demands outstanding organizational capabilities, keen attention to detail, and the skill to manage multiple priorities effectively.

Key Responsibilities

• Developing and managing office systems such as data handling and filing.
• Documenting meeting notes and assisting during presentations.
• Screening calls, inquiries, and requests, addressing them appropriately.
• Welcoming visitors at various seniority levels.
• Organizing and maintaining schedules and arranging appointments.
• Handling incoming emails, faxes, and mail, often corresponding on behalf of the SLT.
• Coordinating and participating in meetings, including minute-taking and dictation.
• Planning and leading meetings, workshops, and events with the secondary schools leadership team, ensuring proper documentation and distribution of minutes.
• Preparing necessary materials for SLT meetings, reports, presentations, and special projects.
• Managing the SLT's diary, emails, school communications, and event organization along with various other administrative tasks.
• Maintaining accurate and accessible records.
• Providing coordination assistance to the Senior Management Team and academic personnel.
• Supporting budgeting and financial administration including expense tracking, account reconciliations, and purchase order processing.
• Enhancing and optimizing existing processes supporting the School Leadership team.
• Assisting SLT members with diverse ad-hoc projects and administrative duties as requested.

Candidate Profile

• Graduate in any field; Business Administration is preferred, with at least five years of professional administrative experience in a dynamic, cross-functional setting.
• Experience within schools or the education sector in the UAE is advantageous but not mandatory.
• Strong communicator with excellent verbal and written skills, able to build relationships with diverse stakeholders.
• Capable of clear information exchange and relationship-building.
• Proficient technical skills with the ability to learn and use various software applications and tools.
• Effective teamwork ability across functions.
• Capacity to simultaneously juggle multiple projects and tasks with prioritization.
• Experience in drafting business correspondence.
• Advanced computer skills, especially with Word, Excel, and PowerPoint.
• Proactive in managing workload and priorities independently.
• Highly organized with strong multitasking capabilities.
• Excellent interpersonal skills with an ability to interact effectively at all organizational levels.
• Good judgment and discretion, maintaining confidentiality at all times.
• This position is offered on a local contract basis without benefits.