Executive Assistant & Administrative Officer

Regent International School; Dubai; On-site; AED 156,000 - 246,000; Full time

Job summary

Regent International School in Dubai seeks a proactive Executive Assistant to support the Senior Leadership Team and School Leadership Team in day-to-day operations, ensuring outstanding organization and confidentiality.

You will design and maintain office systems, manage diaries, handle communications, take minutes, coordinate meetings and events, assist with budgets, and drive improvement of processes across the leadership group.

Qualifications

• Graduate with a minimum of 5 years of professional administrative experience.
• Experience in a school or UAE education sector preferred.
• Excellent written and verbal communication.
• Proficient in MS Office and office technology.

Responsibilities

• Devising and maintaining office systems, including data management and filing.
• Take notes at meetings or provide general assistance during presentations.
• Screening telephone calls, enquirers and requests, and handling them when appropriate.
• Meeting and greeting visitors at all levels of Seniority.
• Organizing and maintaining diaries and making appointments.
• Dealing with incoming email, faxes and post, often corresponding on behalf of the SLT.
• Organizing and attending meetings and taking dictation and minutes; - Organising and facilitating meetings, workshops, and events involving the secondary schools' leadership team, ensuring accurate filing and distribution of meeting minutes.
• Identify, prepare, and compile necessary materials to ensure the SLT has the appropriate information for meetings, reports, presentations, and special projects.
• Responsible for organizing and maintaining the SLT’s diary, managing e-mail, school communications, distributing minutes, organizing school events, and a range of further administrative responsibilities as required.
• Ensure necessary records are maintained that can readily provide current, accurate and accessible information
• Provide coordination support to the Senior Management Team and academic staff
• Assist in budget management and financial record-keeping, tracking expenses, reconciling accounts, and processing purchase orders as needed.
• Own and improve existing processes that support the School Leadership team; and
• Support the SLT members with various ad-hoc projects and other administrative duties as needed.

Skills

Excellent communication

Organizational skills

Multitasking

Confidentiality

Cross-functional teamwork

Education

Bachelor's degree in Business Administration

Tools

Word

Excel

PowerPoint

Job description

The Executive Assistant will have a broad set of responsibilities that range from supporting the Senior Leadership Team, 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.

• Devising and maintaining office systems, including data management and filing;
• Take notes at meetings or provide general assistance during presentations.
• Screening telephone calls, enquirers and requests, and handling them when appropriate;
• Meeting and greeting visitors at all levels of Seniority.
• Organizing and maintaining diaries and making appointments.
• Dealing with incoming email, faxes and post, often corresponding on behalf of the SLT.
• Organizing and attending meetings and taking dictation and minutes; - Organising and facilitating meetings, workshops, and events involving the secondary schools' leadership team, ensuring accurate filing and distribution of meeting minutes.
• Identify, prepare, and compile necessary materials to ensure the SLT has the appropriate information for meetings, reports, presentations, and special projects.
• Responsible for organizing and maintaining the SLT’s diary, managing e-mail, school communications, distributing minutes, organizing school events, and a range of further administrative responsibilities as required.
• Ensure necessary records are maintained that can readily provide current, accurate and accessible information
• Provide coordination support to the Senior Management Team and academic staff
• Assist in budget management and financial record-keeping, tracking expenses, reconciling accounts, and processing purchase orders as needed.
• Own and improve existing processes that support the School Leadership team; and
• Support the SLT members with various ad-hoc projects and other administrative duties as needed.

Job specification

We will be excited to hear from you if you

• Are a Graduate in any discipline, preferably Business Administration with a minimum of 5 years of professional administrative experience working effectively in a dynamic and in a cross-functional environment.
• Experience in a school or an education sector in the UAE is preferred but not essential.
• An excellent communicator, both written and verbal, and have experience building interpersonal relationships with diverse audiences.
• Ability to effectively communicate information and ideas in written and verbal format, and build and maintain relationships.
• Good technical understanding and should be able to grasp, understand & use various software & tools
• Ability to work effectively in a cross-functional team environment.
• Ability to manage and prioritize multiple projects and tasks simultaneously.
• Experience in writing business correspondence
• Strong computer skills with demonstrated proficiency in Word, Excel, PowerPoint etc.
• Ability to take initiative to manage workflow and priorities
• Excellent organizational skills and multi-tasking ability
• Excellent interpersonal skills with the ability to work effectively with all levels of staff and management
• Sound judgment and ability to maintain confidentiality.
• This is a local contract with no benefits.