Executive Secretary - School Office

Gems Education UAE; Dubai; On-site; AED 78,120 - 122,760; Full time

Benefits offered by this job

GEMS Rewards programme, offering savings and discounts

Job summary

Gems Education UAE is looking for an Executive Secretary to join their school office in Dubai. This role provides essential support for school operations and requires strong organizational skills along with the ability to communicate effectively with students, parents, and staff.

The ideal candidate should hold a Bachelor's degree and have 3-4 years of relevant administrative experience. You will support daily communication and contribute to a welcoming and professional environment at the school.

Qualifications

• 3 to 4 years of work experience in an executive secretary or administrative support role.
• Strong written and verbal communication skills.
• Excellent organizational skills with the ability to manage multiple priorities.

Responsibilities

• Provide secretarial and administrative support to school leadership.
• Manage daily office communication, including calls and emails.
• Support school events and operational arrangements.

Skills

Executive secretarial support

School administration

Office coordination

Calendar management

Confidential correspondence

Education

Bachelor's degree

Tools

Microsoft Office

Job description

Overview

Executive Secretary - School Office in Dubai, United Arab Emirates is a professional Primary-Secondary Education opportunity for an organized and service-focused administrator who can support senior school operations, communication, documentation, and day-to-day office coordination. This role is ideal for a confident secretary with strong interpersonal skills, attention to detail, and the ability to work closely with school leaders, colleagues, students, and parents in a busy British curriculum school environment.

Job Details

Country: United Arab Emirates

City: Dubai

Industry: Primary-Secondary Education

Function: Secretary-Executive Assistant

Salary: 7000-11000 (Estimated salary range, final offer to be confirmed with the employer)

Gender: Any

Candidate Nationality: Any

Job Type: Full-time

Context

The Executive Secretary - School Office will provide high-quality administrative and secretarial support at GEMS Founders School - Dubai South. The position helps maintain smooth school operations by coordinating communication, supporting leadership schedules, preparing documents, managing records, assisting with parent and staff enquiries, and contributing to a welcoming, professional school office. The role also supports the school culture of Grow, Flourish, and Discover by helping create an efficient environment where staff, students, and families receive timely support.

Key Responsibilities

• Provide secretarial and administrative support to school leadership and relevant departments.
• Manage daily office communication, including calls, emails, appointments, visitor coordination, and parent enquiries.
• Prepare, format, update, and maintain official school documents, correspondence, reports, notices, and records.
• Coordinate meetings, calendars, schedules, appointments, minutes, and follow-up actions where required.
• Support internal communication between senior leaders, teachers, administrative teams, parents, and external contacts.
• Maintain accurate filing systems and ensure confidential information is handled with discretion and professionalism.
• Assist with staff, student, and parent-facing administrative tasks during the academic year.
• Support school events, extra-curricular activities, community programmes, and operational arrangements when required.
• Help ensure the school reception and office environment remains organized, responsive, and professional.
• Work closely with colleagues to resolve routine administrative matters and support efficient school processes.
• Coordinate documents and communication linked to school policies, forms, approvals, and general office workflows.
• Build positive working relationships with students, parents, teachers, and support staff.
• Represent the school professionally through clear communication, respectful service, and reliable follow-up.
• Follow safeguarding expectations and support student welfare through responsible administrative practice.
• Contribute positively to the wider school community and uphold the values of Grow, Flourish, and Discover.

Ideal Profile

• Bachelor's degree is required.
• 3 to 4 years of work experience in a similar executive secretary, school secretary, office administration, or administrative support role.
• Previous experience in a school, education, or customer-facing administrative environment is an advantage.
• Strong written and verbal communication skills with the ability to interact professionally with parents, staff, students, and visitors.
• Excellent organizational skills with the ability to manage calendars, documents, records, deadlines, and multiple daily priorities.
• Strong attention to detail and ability to prepare accurate correspondence, reports, and administrative documentation.
• Professional discretion when handling confidential school, student, staff, and parent information.
• Good interpersonal skills with a helpful, calm, and solutions-focused approach.
• Ability to work closely with leadership teams, colleagues, students, and parents in a busy school setting.
• Confident user of office technology, email, documents, spreadsheets, and administrative systems.
• Creative and enthusiastic approach to supporting school life both inside and outside the office environment.
• Willingness to contribute to extra-curricular activities, events, and community-based school initiatives.
• Commitment to safeguarding, student welfare, and professional conduct.
• UK-enhanced DBS or equivalent police check will be required before appointment.

Skills Set

• Executive secretarial support
• School administration
• Office coordination
• Calendar management
• Meeting coordination
• Minutes preparation
• Document control
• Record keeping
• Email management
• Parent communication
• Visitor coordination
• Confidential correspondence
• Filing systems
• Administrative reporting
• Staff support
• Student support administration
• Event coordination
• Community engagement
• Microsoft Office
• Data accuracy
• Time management
• Interpersonal communication
• Safeguarding awareness
• School office operations

Why Join Us

This role offers a valuable opportunity for an Executive Secretary to join a growing school community in Dubai South and support the smooth running of a successful British curriculum environment. Employees also benefit from the GEMS Rewards programme, which offers savings and lifestyle discounts across flights, hotels, restaurants, retail outlets, and day-to-day services in the UAE.