Secretary

GEMS Education; United Arab Emirates; On-site; Confidential; Full time

Job summary

GEMS Education is seeking a skilled office administrator to support the Secondary Principal. The role requires coordinating secretarial functions, maintaining calendars, handling confidential information, and ensuring smooth office operations.

The incumbent will liaise professionally with staff, parents, and the GEMS Corporate Office, manage communications, supervise temporary staff, and produce regular attendance and reporting as part of a busy school office.

Qualifications

• Must have prior experience in a secretarial/administrative role.
• Excellent communication and liaison skills with staff, parents and external offices.
• Ability to maintain confidentiality and manage multiple tasks efficiently.

Responsibilities

• Coordinate all secretarial and administrative duties for the Secondary Principal.
• Maintain the Principal's calendar and professional communications.
• Arrange substitute teachers for PD days or personal leave and prepare weekly attendance reports.
• Prepare and distribute weekly, monthly and annual reports as required.
• Oversee office management and support staff in a professional, confidential manner.

Skills

Secretarial experience

Communication skills

Diplomacy

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.