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Executive Assistant and Administrative Officer

  • Dubai


Job Description
Job Purpose:

  • The Executive Assistant will have a broad set of responsibilities that range from supporting the Senior Leadership Team, to supporting the day-to-day operations of the larger School Leadership team.

    This position requires exceptional organizational skills, attention to detail, and the ability to multitask and prioritize tasks efficiently.

  • Devising and maintaining office systems, including data management and filing;
  • Take notes at meetings or to provide general assistance during presentations.
  • Screening telephone calls, enquirers and requests, and handling them when appropriate;
  •  Meeting and greeting visitors at all levels of Seniority;
  •  Organizing and maintaining diaries and making appointments.
  • Dealing with incoming email, faxes and post, often corresponding on behalf of the SLT;
  • Organizing and attending meetings and taking dictation and minutes; – Organising and facilitating meetings, workshops, and events involving the secondary schools’ leadership team, ensuring accurate filing and distribution of meeting minutes.
  •  Identify, prepare, and compile necessary materials to ensure the SLT have the appropriate information for meetings, reports, presentations, and special projects.
  •  Responsible for organizing and maintaining the SLT’s diary, managing e-mail, school communications, distributing minutes, organizing school events, and a range of further administrative responsibilities as required.
  • Carrying out background research and presenting findings;
  •  Liaise with internal administration and marketing (various) departments to create and implement projects.
  • Ensure necessary records are maintained that can readily provide current, accurate and accessible information
  • Provide senior level administrative support to the directors through the facilitation of communication on their behalf (follow-up with letters, memos, reports, e-mail, and telephone calls)
  • Act as liaison between the directors and staff to ensure appropriate coordination and follow-up on day-to-day issues
  •  Provide coordination support to the Senior Management Team and academic staff
  • Coordinate all logistics for Board meetings
  • Assist in budget management and financial record-keeping, tracking expenses, reconciling accounts, and processing purchase requisition orders as needed.
  • Own and improve existing processes that support the School Leadership team; and
  • Support the SLT members with various ad-hoc projects and other administrative duties as needed.
    Job specification:

    We will be excited to hear from you if you

  • Are a Graduate in any discipline, preferably Business Administration with a minimum of 5 years of professional administrative experience working effectively in a dynamic and in a cross-functional environment.
  •  Experience in a school or an education sector in the UAE is preferred but not essential.
  • An excellent communicator, both written and verbal, and have experience building interpersonal relationships with diverse audiences;
  •  Ability to effectively communicate information and ideas in written and verbal format, and build and maintain relationships.
  •  Good technical understanding and should be able to grasp, understand & use various software & tools
  •  Ability to work effectively in a cross-functional team environment.
  •  Ability to manage and prioritize multiple projects and tasks simultaneously.
  • Experience in writing business correspondence
  •  Strong computer skills with demonstrated proficiency in Word, Excel, PowerPoint etc.
  •  Ability to take initiative to manage workflow and priorities
  •  Excellent organizational skills and multi-tasking ability
  •  Excellent interpersonal skills with the ability to work effectively with all levels of staff and management
  •  Sound judgment and ability to maintain confidentiality.

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