Executive Assistant

Executive Assistant to Principal at Regent International School; Dubai; On-site; AED 60,000 - 80,000; Full time

Job summary

A leading educational institution in Dubai is seeking an Executive Assistant to support the Principal and the School Leadership team. The role involves managing the Principal's calendar, organizing meetings, and ensuring efficient office operations. The ideal candidate will have strong organizational skills, excellent communication abilities, and a commitment to confidentiality. This position requires someone who can multitask effectively and maintain professionalism in a dynamic environment.

Qualifications

• Minimum of 6 years of professional administrative experience.
• Experience in a school or education sector in the UAE is preferred.

Responsibilities

• Provide first-class executive support to the Principal.
• Manage the Principal’s calendar and coordinate meetings.
• Develop and maintain office systems, including data management.

Skills

Organizational Skills

Communication

Problem-Solving

Confidentiality Management

Education

Graduate in any discipline

Business Administration

Tools

Word

Excel

PowerPoint

Job description

Job Purpose:
The Executive Assistant will have a broad set of responsibilities that range from supporting the Principal directly 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.
Main Accountabilities:

1. Provide first-class executive support to the Principal by executing all tasks and activities related to the efficient operation of the Principal's office, exercising confidentiality, tact, and diplomacy.
2. Manage the Principal’s calendar, including scheduling and coordinating meetings and school visits with the school leadership team and parents.
3. Liaise between the Principal and other staff within the organization, including the senior leadership team at the school and head office.
4. Identify, prepare, and compile necessary materials to ensure the Principal has the appropriate information for meetings, reports, presentations, and special projects.
5. Organize and maintain the Principal’s diary, manage emails, school communications, distribute minutes, organize school events, and handle other administrative responsibilities as required.
6. Plan and coordinate meetings, receptions, luncheons, workshops, travel, and accommodations to support the Principal’s activities.
7. Serve as the administrative liaison to various committees within the school.
8. Develop and maintain office systems, including data management and filing.
9. Take notes at meetings or provide assistance during presentations.
10. Screen telephone calls, inquiries, and requests, handling them appropriately.
11. Manage incoming emails, faxes, and post, often corresponding on behalf of the Principal.
12. Greet visitors at all levels of seniority.
13. Organize and attend meetings, taking dictation and minutes.
14. Collaborate with internal administration and marketing departments on projects.
15. Maintain records and trackers to provide current, accurate, and accessible information.
16. Facilitate communication on behalf of the Principal via letters, memos, reports, emails, and calls.
17. Coordinate with staff to ensure proper follow-up on day-to-day issues.
18. Own and improve existing processes supporting the School Leadership team.
19. Support the Principal with various ad-hoc projects and administrative duties as needed.

Job Specification:

• A graduate in any discipline, preferably in Business Administration, with a minimum of 6 years of professional administrative experience in a dynamic, cross-functional environment.
• Experience in a school or education sector in the UAE is preferred but not essential.
• Excellent written and verbal communication skills, with experience in building relationships with diverse audiences.
• High professionalism, tact, integrity, and respect for confidentiality.
• Strong organizational, problem-solving, and data-gathering skills, capable of handling multiple priorities.
• Meticulous attention to detail and accuracy in proofreading, document processing, and message relaying.
• Ability to work independently and as part of a team, with a strong work ethic and timely completion of tasks.
• Flexible, resourceful, adaptable to changing needs, and willing to work longer hours when necessary.
• Proficient in managing multiple projects and tasks simultaneously.
• Good technical skills with proficiency in Word, Excel, PowerPoint, etc.
• Sound judgment and confidentiality management.
• Strong project management skills.
• This is a local contract with no benefits.