Executive Assistant to Principal/CEO

Executive Assistant to Principal/CEO

We are hiring an outstanding Executive Assistant to join GEMS International School in Al Khail, a premium school offering the International Baccalaureate (IB) programme.

This key role requires exceptional communication, time management, and problem solving skills to help ensure the smooth and efficient functioning of the Principal's office.

Responsibilities

• Acting as the first point of contact within the school for staff, LAB, GEMS Education, KHDA, parents, and others seeking contact with the CEO of School
• Assisting the CEO in organising administrative workload and liaising regarding the day's events
• Managing the CEO's complex diary, arranging appointments and meetings, and ensuring the CEO is briefed with all relevant documents
• Assembling and preparing papers required for meetings, reports, or information requests and ensuring the CEO has them the following day
• Arranging weekly meetings and ensuring matters arising are dealt with appropriately and within agreed timescales
• Liaising between the CEO and various organizations, processing correspondence, completing applications and forms
• Attending Senior Leadership Team meetings, preparing agendas, taking minutes, and disseminating information to the team
• Organising drafting and distribution of the CEO's letters and correspondence with local authorities, parents, carers, and the community
• Managing record keeping of the master school complaint log and ensuring timely follow up actions
• Liaising with other GEMS Education schools and the Corporate Office
• Maintaining confidentiality regarding staff and pupils, responding positively and with tact to parents and pupils
• Coordinating key events and managing VIP visits associated with the CEO office, including logistics and catering
• Sorting and prioritising incoming posts, filtering telephone calls and emails before passing them to the CEO and the Senior Leadership Team
• Organising travel and accommodation arrangements for the CEO, researching and producing travel plans and itineraries
• Making telephone calls as requested by the CEO and following up on resultant actions
• Processing purchase requisitions, reconciling payment receipts, and reimbursement claims for the CEO
• Overseeing the CEO's office, monitoring and delegating the appropriate workload
• Prioritising daily workload using own initiative and minimal supervision
• Handling ad hoc projects assigned by the CEO
• Supervising the CEO's office administrator to provide full administrative support
• Implementing safeguarding procedures at the school
• Undertaking additional duties as reasonably requested by the CEO or the CEO's delegated representative

Skills and Experience

• Strategic and operational leadership capability
• Excellent communication, organisation, and interpersonal skills
• Strong analytical and problem solving abilities
• Proven administrative experience, preferably in a school environment

Personal Attributes

• Highly organised with strong time management skills
• Excellent communication and interpersonal abilities
• Maintains confidentiality and professionalism
• Detail oriented and efficient in handling tasks
• Proactive with strong problem solving skills
• Adaptable and able to manage multiple priorities
• Collaborative and service oriented
• Takes initiative and supports leadership effectively

GEMS Education is committed to safeguarding and promoting the welfare of all its students and staff. A UK enhanced DBS or equivalent police check is a pre requisite for all appointments.