Executive Assistant

Sharjah Education Academy; Sharjah; On-site; AED 134,000 - 201,000; Full time

Job summary

Sharjah Education Academy is seeking an Executive Assistant to provide high-level administrative and coordination support to the Head of Department, managing schedules, communications, meetings, and documentation.

The role acts as a liaison across internal departments and external stakeholders, handling confidential information with professionalism, and supporting projects, reports, presentations, events, and departmental priorities.

Qualifications

• Bachelor's degree or equivalent in a relevant field.
• 3+ years of senior-level administrative support experience.
• Experience with calendar management, meetings, and document preparation in English and Arabic.

Responsibilities

• Provide executive support to Head of Department and senior management.
• Manage calendars, appointments, meetings, and commitments.
• Coordinate meetings, events, and travel arrangements.
• Prepare correspondence, reports, presentations, and briefing materials in Arabic and English.
• Handle inquiries and route communications appropriately.
• Maintain confidential information with discretion and professionalism.
• Support projects, initiatives, and departmental requirements.
• Prepare agendas, notes, minutes, and follow-up documentation.
• Organize and maintain electronic and physical records.

Skills

Executive support

Calendar management

Meeting coordination

Arabic-English bilingual

Documentation

Discretion & Confidentiality

Stakeholder coordination

Microsoft Office proficiency

Education

Bachelor's degree (Business Administration/Communications/Education)

Tools

Microsoft Office

Outlook

PowerPoint

Excel

Job description

The Executive Assistant provides high-level administrative and coordination support to the Head of Department ensuring the effective management of schedules communications meetings documentation and day-to-day executive office requirements The role serves as a key coordination point between the Head of Department internal departments and external stakeholders while handling sensitive and confidential information with a high degree of professionalism discretion and integrity The Executive Assistant also supports projects reports presentations events and other departmental priorities to enable the efficient and effective operation of the Executive Office

Primary Duties and Responsibilities

• Provide comprehensive administrative and executive support to the Head of Department and where required senior management
• Manage calendars appointments schedules meetings and executive commitments ensuring priorities and deadlines are effectively coordinated
• Organize and coordinate meetings events appointments and other executive engagements
• Prepare review and coordinate correspondence reports presentations briefing materials and other documents in Arabic and English
• Manage incoming communications and ensure enquiries correspondence calls and emails are appropriately prioritized coordinated and directed
• Serve as a professional liaison between the Head of Department internal departments external stakeholders and other relevant parties
• Coordinate and follow up on actions requests decisions and priorities arising from meetings and executive communications
• Support the coordination and monitoring of projects and assignments to ensure timely completion of agreed actions and deliverables
• Prepare meeting agendas supporting materials notes minutes and follow-up documentation as required
• Coordinate travel arrangements itineraries bookings and related administrative requirements
• Support the preparation and processing of travel expenses and other relevant documentation
• Organize and maintain accurate electronic and physical files records correspondence and departmental documentation
• Maintain strict confidentiality and exercise appropriate discretion when handling sensitive personal strategic or organizational information
• Support the coordination of visits meetings events and engagements involving senior stakeholders and external parties
• Assist in managing competing priorities urgent requests and changing schedules within a fast-paced executive environment
• Provide administrative and coordination support for ad-hoc projects initiatives and departmental requirements
• Maintain a professional responsive and service-oriented approach when interacting with employees visitors partners and other stakeholders
• Monitor pending actions and commitments and provide timely reminders and follow-up to ensure agreed deadlines are met
• Perform other related duties within the scope of the position as assigned by the line manager

Qualifications

• Bachelor s degree in Business Administration, Communications, Education, or another relevant discipline.
• Minimum of 3 years of relevant professional experience, preferably as an Executive Assistant, Personal Assistant, Executive Office Coordinator, or in a comparable role providing senior-level administrative support.
• Demonstrated experience in calendar management, meeting coordination, correspondence, document preparation, and executive administration.
• Experience preparing professional reports, presentations, correspondence, and briefing materials in both Arabic and English.
• Proven ability to manage and prioritize multiple tasks, schedules, assignments, and competing deadlines.
• Strong proficiency in Microsoft Office applications and other office productivity and collaboration tools.
• Strong written and verbal communication skills in both Arabic and English.
• Experience supporting senior management within a higher education, government, or public-sector environment would be an advantage.

Skills

• Strong executive and administrative support skills with the ability to anticipate and respond to executive office requirements.
• Excellent calendar, schedule, appointment, and meeting management skills.
• Strong planning, organization, prioritization, and time-management capabilities.
• Excellent written and verbal communication skills in Arabic and English.
• Ability to prepare high-quality reports, presentations, correspondence, briefing materials, and other executive documents.
• Strong stakeholder coordination and relationship-management skills.
• Advanced proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and other relevant digital tools.
• Strong attention to detail and accuracy in preparing, reviewing, and maintaining executive documentation.
• Ability to handle confidential and sensitive information with discretion and professionalism.
• Strong problem-solving skills and the ability to respond effectively to urgent and changing requirements.
• Ability to coordinate multiple projects, assignments, and executive priorities simultaneously.
• Strong interpersonal skills with the ability to communicate effectively with individuals at different levels of the organization.

Behavioural Competencies

• High level of professionalism, integrity, reliability, and executive presence.
• Strong confidentiality and discretion when handling sensitive, personal, strategic, and organizational information.
• Excellent interpersonal and communication skills, with the ability to build positive relationships with internal and external stakeholders.
• Strong organizational skills and attention to detail, with a consistent focus on accuracy and quality.
• Ability to remain composed, responsive, and professional when working under pressure and managing competing priorities.
• Proactive approach to anticipating executive requirements and identifying opportunities to improve administrative processes.
• Strong collaboration and teamwork skills, with the ability to work effectively across departments and organizational levels.
• Adaptability and flexibility in responding to changing schedules, priorities, and business requirements.
• Strong customer and stakeholder service orientation, with a commitment to providing timely and professional support.
• Results-oriented approach with a strong commitment to meeting deadlines and delivering high-quality outcomes.
• Demonstrated ability to exercise sound judgment, diplomacy, and tact when dealing with sensitive matters and senior stakeholders.