Executive Assistant

Careers at UAE; Dubai; On-site; AED 120,000 - 180,000; Full time

Job summary

Careers at UAE is seeking an Executive Assistant to provide essential administrative support for the Deputy Principal in Dubai. Responsibilities include managing appointments, coordinating schedules, and arranging travel. Ideal candidates will possess a degree or equivalent experience, have excellent interpersonal skills, and demonstrate a proactive approach in a fast-paced environment. You will work collaboratively with various stakeholders to ensure effective service delivery. This full-time position offers an exciting opportunity to contribute to the operational excellence of the organization.

Qualifications

• Proven experience in a similar fast-paced administrative role.
• Excellent English language skills in writing, speaking, and comprehension.
• Ability to manage multiple tasks and workloads effectively.

Responsibilities

• Provide comprehensive administrative support including managing appointments.
• Coordinate meetings, prepare agendas, and take minutes.
• Arrange travel and accommodation for the Deputy Principal.

Skills

Interpersonal skills

Analytical problem-solving

Customer service

Time management

Proactive approach

Education

Degree or equivalent practical experience

Tools

MS Teams

SharePoint

Job description

Executive Assistant

Job Description

Job Posting Title: Executive Assistant

Grade and Salary: Grade 5

FTE and working pattern: Full-time

Reports to: Senior Executive Assistant – Dubai Campus

About the role:

The Executive Assistant to the Deputy Principal Education & Student Life will provide essential administrative support, including managing appointments, coordinating schedules, arranging travel, maintaining records, preparing reports, and handling correspondence. This role calls for a proactive, dynamic individual who excels in a fast-paced environment, offering forward-thinking solutions. You will ensure that the Deputy Principal is well-prepared and that tasks are completed efficiently and to a high standard.

You will also work closely with a diverse range of internal and external stakeholders ensuring professional and timely service delivery.

The successful candidate will be expected to collaborate with colleagues across campuses to achieve shared goals.

As part of the Administrationunit, you will report to the Senior Executive Assistant at the Edinburgh Campus actively contributing to transformation and operational excellence.

Summary of Key Duties and Responsibilities:

• Communicate professionally and tactfully whether on phone, email, or in-person interactions, ensuring prompt, accurate responses with exceptional attention to detail
• Collaborate effectively with the global team, demonstrating a clear understanding of the global dimension and its requirements.
• Ensure accurate and efficient management of office systems, data, and related processes, maximizing the use of platforms like MS Teams and SharePoint for document storage and tracking the management of small projects.
• Coordinate and organize meetings by managing bookings, sending invites, preparing agendas, compiling necessary documentation. Additionally, serve as a clerk or minute-taker for these meetings, ensuring Action Trackers are effectively maintained and updated to support seamless follow-up for subsequent meetings.
• Arrange travel and accommodation for the Deputy Principal, including booking flights, accommodation with designated providers, and coordinating local transfers to and from the University.
• Provide comprehensive administrative management support to the Deputy Principal ensuring meticulous planning and attention to detail in all tasks and responsibilities.
• Manage the Deputy Principal’s diary, coordinating appointments and ensuring they are well-prepared with all necessary information and documents prior to each meeting, while maintaining professional customer service in all interactions with stakeholders.
• Coordinate logistical arrangements for meetings and events as directed by the Deputy Principal, including organizing catering, venue reservations, liaising with suppliers, and collaborating with both internal and external stakeholders to ensure the success of events and activities.
• Investigate and resolve inquiries, directing stakeholders to the appropriate staff or department if the issue falls outside the scope of the role.

Education, Qualifications & Experience:

Essential

• Educated to at least degree or equivalent practical experience in the workplace
• Ability to plan and anticipate needs, proactively managing own (and occasionally others’) workloads to use time effectively, handle multiple tasks simultaneously.
• Experience of working within a similar fast paced environment as outlined above
• Competent in the use of more up to date practices like use of AI assistance to modernise working practices of the office.
• Well-developed interpersonal skills
• Demonstrable professional and highly proactive approach
• Demonstrable ability to work quickly (meeting targets), flexibly and accurately in a dynamic, changing and pressured environment
• Demonstrable provision of excellent customer service
• Analytical problem-solving skills
• Excellent English language skills including writing, speaking and comprehension

Desirable

• Experience in Higher Education

Competencies, Tasks and Responsibilities

Teamwork

1. Contribute to and provide general support across the team
2. Cover for other colleagues within the immediate team
3. Participate in working groups and committees within the team as required
4. Train team/colleagues in operational activities

Service Excellence

1. Create a positive image of the University by being responsive, prompt and courteous when responding to requests or enquiries from customers
2. Produce standard and ad hoc reports as requested
3. Enter and maintain records and data into the appropriate university system (e.g. student, HR etc.)
4. Liaise with internal and external teams, committees, bodies etc. to ensure an effective service
5. Process documents, for example applications, offers, contracts, orders, records, payments and other information in accordance with agreed service levels and information security procedures
6. Carry out general office duties, e.g. reception/meeting and greeting; sort and organise mail; order stationery; maintain office equipment such as printer, photocopier etc.
7. Keep working area clean and tidy in line with appropriate H&S requirements

Clear and Consistent Communications

1. Maintain confidentiality at all times by following university policies and guidance in managing confidential information and personal data
2. Write standard communications using templates, understanding what parts of the template to use as appropriate
3. Record and produce accurate minutes when required.
4. Draft non-standard communication for review and use by more senior members of the team
5. Explaining standard procedures, regulations, operating instructions or course information.
6. Disseminate news and information to relevant customers and colleagues

Planning and Organising

1. Arrange meetings/workshops for internal or external customers, including room and equipment, hospitality and invites to attendees as appropriate
2. Carry out routine instructions from standard procedures
3. Contribute to drafting of standard procedures within your team
4. File, archive and destroy data in line with the University Data Protection & Retention Policy
5. Provide appropriate admin support for meetings and events;
6. Support team processes and procedures by meeting schedules and timetables

Initiative and Problem Solving

1. Act as first point of contact for queries from customers by phone, email, system-generated and in person
2. Identify and support process improvement
3. React to problems using judgement and past experience to solve routine issues
4. Use experience to suggest solution to new problems to line manager

Decision Making

1. Make day to day decisions in prioritising own workload
2. Provide advice and guidance, respond to queries and refer more complex queries to more senior members of the team as appropriate
3. Understand the appropriate tools to use when undertaking day to day tasks

Management Responsibilities

1. There are no management responsibilities within this position but you may be asked to take on management or supervisory duties on occasion as part of your personal development

Citizenship

1. Demonstrate the University Values at all times through performance and behaviour
2. Participate in ad‑hoc duties to support the team/University and for personal development
3. Support newer or inexperienced colleagues within and outside the University by offering support, help and advice
4. Positively promote the University internally and externally through positive behaviour and supporting University‑wide activities

Heriot‑Watt University is committed to securing equality of opportunity in employment and to the creation of an environment in which individuals are selected, trained, promoted, appraised and otherwise treated on the sole basis of their relevant merits and abilities. Equality and diversity are all about maximising potential and creating a culture of inclusion for all.