Executive Assistant & Administrative Officer

Regent International School; United Arab Emirates; On-site; AED 150,000 - 240,000; Full time

Job summary

Regent International School in the United Arab Emirates is seeking an experienced Executive Assistant to support the Senior Leadership Team and School Leadership Team in daily operations. The role requires exceptional organizational skills, attention to detail, and the ability to multitask and prioritize effectively.

The successful candidate will establish and maintain office systems, manage diaries, handle communications, and support meetings, events, and budgets.

Qualifications

• Graduate in any discipline, preferably Business Administration.
• Minimum 5 years of professional administrative experience.
• Excellent written and verbal communication.
• Strong ICT skills and ability to use common software tools.
• Ability to manage multiple priorities in a cross-functional setting.

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; organizing meetings, workshops, and events involving the SLT.
• Identify, prepare, and compile necessary materials for meetings, reports, presentations, and projects.
• Manage SLT diary, emails, communications, minutes, events, and related admin duties.
• Ensure records are maintained for current, accurate information.
• Provide coordination support to the Senior Management Team and academic staff.
• Assist in budget management and financial record-keeping, tracking expenses, and processing purchase orders.
• Own and improve processes supporting the School Leadership team.
• Support SLT members with ad-hoc projects and other duties.

Skills

Graduate in any discipline

Business Administration

Cross-functional teamwork

Proficient with MS Office

Education

Graduate in any discipline

Business Administration preferred

Tools

Word

Excel

PowerPoint

Job description

About us:

Fortes Education has been a leading education provider in the UAE for over four decades with premium international schools and nurseries that have experienced outstanding success and growth. Our schools offer the most innovative and character-building education in the entire Middle East region.

The core ethos and philosophy of education is Positive Education (PosEd). Through PosEd, our schools foster active engagement in learning, celebrating character strengths and accomplishments. We encourage children to cultivate fulfilling relationships with others and seek meaning and purpose in their own lives. We enable children to become happy learners and develop into innovative thinkers, confident young adults, and life-long learners. Our students develop resilience, a growth mindset and deep character strengths that allow them to flourish in an ever-changing world.

About Regent International School – Inspiring Minds. Building Character.

With a rich history of over 35 years, Regent International School is recognised as one of the leading and most innovative schools in the region, as well as a global leader in Positive Education. We have a close-knit family and community spirit with happiness resonating in our school, our children, our parents, and our teachers. We believe in inspiring, empowering, and enlightening our students and enriching the community of which we are a central focus.

Regent International School is an all–through school which offers a premium education across a fantastic range of pathways for students including the National Curriculum of England, GCSE/IGCSE and A Levels. We also offer a suite of Signature Programmes unrivalled in Dubai. With unique experiences in Environmental and Sustainability Studies, students learn in Forest School settings, as well as utilising cutting‑edge hydroponic technology to examine how science can support sustainability in future terrains. Our world‑class STEAM centre and curriculum offers students an incredible opportunity to apply their learning in solving real‑world problems, from Foundation Stage through to Year 9. We run best‑in‑class mini‑MBA programmes for our students in conjunction with the Peter Jones Academy, to ensure their future success in business and entrepreneurship. We are technologically innovative and run comprehensive AI programmes for students in all core subjects, as well as deepening other subjects through Augmented and Virtual Reality AR/VR experiences. We have outstanding performing arts opportunities with fantastic amazing teachers to help our more creative students truly find their voice. Regent International School is judged by the Dubai School Inspection Bureau (DSIB) as a Very Good school with many outstanding features and Outstanding in our British Schools Overseas (BSO) inspection in 2019.

We present an exciting opportunity to join us in further developing our highly popular, dynamic and innovative school.

Job Role:

We are looking to appoint an experienced and enthusiastic Executive Assistant for Regent International School.

Job Purpose:

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.

Fortes Education is committed to safeguarding children and young people. All post holders in regulated activity are subject to appropriate vetting procedures including a satisfactory International Child Protection Certificate, plus resident country Police checks.