Secretary

GEMS Education; Dubai; On-site; Confidential; Full time

Job summary

GEMS Education is seeking a proactive secretary to support the Secondary Principal, coordinating confidential administrative activities and ensuring smooth office operations at the school in Dubai.

The role requires strong secretarial experience, calendar management, and ability to liaise diplomatically with staff, parents, and the Corporate Office. Candidates should demonstrate professionalism and discretion in a busy school environment.

Qualifications

• Experience in a secretarial role.
• Ability to manage calendars and records.
• Excellent written and verbal communication.

Responsibilities

• Facilitate and coordinate secretarial and administrative functions for the office of the Secondary Principal.
• Maintain accurate records, databases, and filing systems.
• Manage the Principal’s calendar and professional communications.
• Coordinate substitutes for teachers during PD or personal leave.
• Prepare weekly, monthly and annual reports as required.
• Train and supervise temporary staff and clerical assistants.
• Organize office management activities and school events.
• Liaise with staff, parents, and representatives of the Corporate Office.

Skills

Secretarial experience

Administrative skills

Communication skills

Job description

Job Description

Facilitates and coordinates all secretarial and administrative functions to ensure the smooth running of the office of the Secondary Principal and Division. Acts as an ambassador to the school and performs in an efficient, professional, and confidential manner all job duties.

Key Accountabilities

• 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, and representative of the GEMS Corporate Office.
• Generate and process daily office e-mails and telephone calls.
• Perform a wide variety of general secretarial duties including the maintenance of accurate and detailed records, databases, and filing systems.
• Maintain Principal’s appointment calendar as well as all his/her professional communication and public relations needs.
• Arrange for substitute teachers to be in place daily for faculty who attend Professional Development or take personal leave.
• Collate attendance data and provide weekly reports to Secondary Principal.
• Compile information from various sources to generate reports; prepares, collate and distribute weekly, monthly and annual reports as required.
• Assist in training and monitoring the work of temporary secretaries, student assistants and other clerical staff.
• Review and update all documentations, calendars and all school related activities. Organize and coordinate office management activities and oversees school events. Communicates information to faculty, staff, parents, and students.
• Maintain office supply records. Order, store and issue supplies and materials pertinent to the function to which assigned.
• Initiate effort and energy beyond the typical work day, where the tasks require additional commitment.
• Perform other duties as requested by direct & dotted reporting line managers / supervisors.

Skills Description

Qualified candidate with prior working experience in a related role.

GEMS Safeguarding

GEMS Education is committed to safeguarding and promoting the welfare of children and young people. We are dedicated to creating safe, supportive, and inclusive learning environments where students can thrive, and we expect all employees, volunteers, and partners to share this commitment.

As part of our safer recruitment practices, all successful applicants will be subject to comprehensive pre-employment checks, including verification of identity, qualifications, employment history, professional references, and criminal record checks from all countries of residence and employment, in line with local and international safeguarding requirements. These checks may include enhanced disclosure, prohibition, barring, and overseas police clearance checks where applicable. We are committed to recruiting individuals who uphold the highest standards of professional conduct and child protection.