Personal Assistant to the Senior Leadership Team

GEMS WELLINGTON ACADEMY - AL KHAIL; United Arab Emirates; On-site; AED 60,000 - 120,000; Full time

Job summary

A leading educational institution in the United Arab Emirates is seeking an experienced Personal Assistant to support the Senior Leadership Team. The successful candidate will coordinate administrative functions, maintain communication standards, and assist with school events. We are looking for someone with strong organisational skills, exemplary English proficiency, and prior experience in a secretarial role. Knowledge of Microsoft Office is essential. This role is crucial for ensuring the smooth operation of leadership offices.

Qualifications

• Prior experience in a secretarial role in the UAE is preferred.
• Exemplary written and spoken English language skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organisational skills and keen attention to detail.

Responsibilities

• Support the Senior Leadership Team with high-level administrative and secretarial tasks.
• Coordinate calendars, appointments, and documentation for the school.
• Compile and distribute reports as required.
• Assist with the organisation of school events and extra-curricular activities.

Skills

Prior experience in a secretarial role in the UAE

Exemplary written and spoken English language skills

Proficiency in Microsoft Office Suite

Strong organisational skills

Excellent communication and interpersonal skills

Ability to maintain confidentiality

Excellent multi-tasking abilities

Education

Bachelor's degree preferred

Tools

Microsoft Office Suite

Job description

GEMS Wellington Academy, Al Khail are seeking to appoint an experienced and highly organised Personal Assistant to support the Senior Leadership Team. You will be responsible for coordinating all administrative functions to ensure the smooth running of the School.

The successful candidate will act as a professional representative, ensuring the smooth running of leadership offices and contributing to the efficient functioning of the wider school community.

Responsibilities

• Embrace and encourage the ethos and standards of excellence as defined in the GEMS Core Values.
• Maintain high quality communication from and within the School Office. Liaise with tact and diplomacy with school staff, parents, prospective parents and representative of the GEMS SSC.
• Provide high-level administrative and secretarial support to the Primary and Secondary Principals and the wider Senior Leadership Team, ensuring effective coordination and communication across the school.
• Manage calendars, appointments, correspondence, and documentation for the Primary and Secondary School, ensuring accuracy, confidentiality, and timely follow-up.
• Maintain efficient communication channels, liaising tactfully and diplomatically with staff, parents, pupils, and representatives from GEMS SSC.
• Compile information from various sources to generate reports; prepare, collate and distribute weekly, monthly and annual reports, as required.
• Support with the organisation and coordination of school events (in conjunction with the Parent Relations Executive), meetings, and community engagements.
• Provide administrative assistance for the School’s extra‑curricular activities (ECA) programme.
• Prepare minutes of meetings, as requested.
• Organise and coordinate office management activities and oversee school events (in conjunction with the Parent Relations Executive).
• Liaise with various departments and key staff to ensure consistency in administrative practices and alignment with school policies and procedures.
• Ensure the GEMS policies, procedures, and codes of conduct are followed at all times.
• Initiate effort and energy beyond the typical work day, where the tasks require additional commitment.
• Attend staff meetings and serve on committees, as required.
• Perform other duties as requested by line managers.

Skills

• Prior experience in a secretarial role in the UAE is preferred.
• Exhibit exemplary written and spoken English language skills, including exceptional telephone etiquette.
• Demonstrate proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant administrative tools.
• Possess strong presentation skills and the ability to communicate effectively with stakeholders.
• Strong organisational skills with a keen attention to detail.
• Excellent communication and interpersonal skills.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Ability to multi‑task and cope with peaks of demand.
• Excellent organisational skills.
• High levels of personal presentation.
• BA preferred but not essential.