Administrative Assistant

كلية البترجي للعلوم الطبية والتكنولوجيا; Dubai; On-site; AED 80,000 - 100,000; Full time

Job summary

A leading medical and technology institution in Dubai is seeking an Administrative Assistant to support the Dean's and Vice Dean’s offices. The role involves managing schedules, organizing meetings, and maintaining communication between various departments. Ideal candidates should have a Bachelor's degree and at least 2–4 years of experience in administrative roles, preferably in higher education. Strong proficiency in English and Arabic is required.

Qualifications

• Minimum of 2–4 years in an administrative or executive assistant role.
• Experience supporting leadership or academic executives is a plus.
• Familiarity with UAE education regulators (KHDA/MOE) is desirable.

Responsibilities

• Manage calendars and travel arrangements for the Dean or Vice Dean.
• Organize internal and external meetings with agendas and documentation.
• Track communications and ensure timely follow-up on issues.

Skills

Communication in English and Arabic

Time management

Organizational skills

Microsoft Office proficiency

Professional discretion

Education

Bachelor's degree in Business Administration or related field

Tools

Microsoft Office

Job description

The Administrative Assistant to the Dean / Vice Dean plays a vital role in supporting the leadership team at BMC’s Dubai branch. This position provides comprehensive administrative, communication, and coordination support to ensure smooth and efficient operations of the Dean’s and Vice Dean’s offices. The Assistant acts as a key liaison between academic and administrative departments, faculty, students, and external stakeholders — maintaining alignment with UAE regulatory requirements (KHDA/MOE) and internal policies from KSA headquarters.

Key Responsibilities:


Executive Office Support

• Manage calendars, appointments, and travel arrangements for the Dean or Vice Dean.
  

• Organize internal and external meetings, including preparation of agendas, documentation, and minutes.
  

• Prepare and format official correspondence, reports, and presentations in English and Arabic.
  

• Maintain the confidentiality of sensitive communications and institutional data.
  

Communication & Liaison

• Serve as the first point of contact for communications to the Dean’s/Vice Dean’s office.
  

• Coordinate between leadership and departments (academic, admissions, finance, student affairs).
  

• Handle communication with KHDA, MOE, and external partners for regulatory or institutional matters.
  

• Track incoming and outgoing communications and ensure timely follow-up on key issues.
  

Administrative Coordination

• Support academic operations such as scheduling, faculty onboarding, and exam committee documentation.
  

• Assist with documentation required for accreditation, audits, inspections, and institutional reporting.
  

• Support the planning of official events and activities (e.g., student honors, board visits, training days).
  

• Help compile and organize reports, meeting summaries, and action tracking logs.
  

Compliance & Records Management

• Ensure records are maintained in accordance with UAE educational regulations and institutional policy.
  

• Assist with document archiving, both physical and digital, following data protection standards.
  

• Maintain filing systems for internal policies, memos, approvals, and external communications.
  

  
  
  
  

Requirements

Education:

• Bachelor’s degree in Business Administration, Office Management, Education, or a related field.
  

Experience:

• Minimum of 2–4 years in an administrative or executive assistant role (higher education preferred).
  

• Experience supporting leadership or academic executives is a plus.
  

• Familiarity with UAE education regulators (KHDA/MOE) is desirable.
  

Skills:

• Strong written and spoken communication in English and Arabic.
  

• Excellent time management and organizational skills.
  

• High proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
  

• Professional discretion and ability to manage confidential information.
  

• Positive attitude, flexibility, and a team-oriented mindset.