Executive Assistant and Administrative Officer

Job Description

ob 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 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 to 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 schools’ leadership team, ensuring accurate filing and distribution of meeting minutes.

·     Identify, prepare, and compile necessary materials to ensure the SLT have 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.

·     Carrying out background research and presenting findings;

·     Liaise with internal administration and marketing (various) departments to create and implement projects.

·     Ensure necessary records are maintained that can readily provide current, accurate and accessible information

·     Provide senior level administrative support to the directors through the facilitation of communication on their behalf (follow-up with letters, memos, reports, e-mail, and telephone calls)

·     Act as liaison between the directors and staff to ensure appropriate coordination and follow-up on day-to-day issues

·     Provide coordination support to the Senior Management Team and academic staff

·     Coordinate all logistics for Board meetings 

·   Assist in budget management and financial record-keeping, tracking expenses, reconciling accounts, and processing purchase requisition 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. 

Interested candidates can apply on our website http://fortes.co/Careers