Administrative Assistant

BMC; Dubai; On-site; AED 60,000 - 80,000; Full time

Job summary

A leading educational institution in Dubai is seeking an Administrative Assistant to support the Dean and Vice Dean. The role involves managing schedules, facilitating communication, and ensuring compliance with UAE educational regulations. Candidates should possess a Bachelor's degree and 2-4 years of administrative experience. Fluency in English and Arabic, along with proficiency in Microsoft Office, is essential for success in this position.

Qualifications

• Bachelor's degree in Business Administration, Office Management, Education or a related field.
• Minimum of 2-4 years in an administrative or executive assistant role.
• Experience supporting leadership or academic executives preferred.

Responsibilities

• Manage calendars, appointments and travel arrangements for the Dean or Vice Dean.
• Serve as the first point of contact for communications to the Dean’s/Vice Dean’s office.
• Ensure records are maintained according to UAE educational regulations.

Skills

Communication in English

Communication in Arabic

Time management

Organizational skills

Microsoft Office proficiency

Education

Bachelor's degree in Business Administration

Bachelor's degree in Office Management

Bachelor's degree in Education

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

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.