Job Description

Job Title Business Support Officer

Description

Job Details Department - Alef Charter Schools
Reporting Manager - General Manager Charter Schools
Job Location - Abu Dhabi, United Arab Emirates
Job Purpose The Business Support Officer will serve as the primary support to the General Manager and the Director of Schools of the organization, responsible to manage day-to-day business operations and office resources promoting a productive, engaging, and cost-effective employee and visitor experience.
Key Responsibilities Support of the General Manager and Director of Schools:

• Responsible for providing proactive, hands-on administrative support for the leadership of New Century Education.

• Anticipates and responds to the administrative needs of the Senior Leadership, initiating actions and following up on outstanding and/or pending items in order to contribute to the effectiveness of their leadership.

• Takes initiative to manage schedules and prioritize tasks in order to balance multiple needs; seeks input from Line Manager when assistance is needed to prioritize goals and tasks.

• Maintains calendars and schedules meetings; enters meeting commitments into shared calendar; proactively resolves meeting conflicts; reserves meeting rooms, provides supplies and refreshments as needed.

• Coordinates, drafts, and/or edits professional, polished communication, including regular employee updates; follows up on action items with management team on their behalf as appropriate.

• Prepares and compiles information & materials for reporting & meetings.

• Routinely identifies and prepares meeting materials, including agendas & handouts needed prior to all meetings; provides information for review in advance of meetings; maintains meeting minutes and action items as requested.

• Proactively maintains all files (digital and paper); modifies and improves filing system as appropriate to ensure compliance and security.

• Provides project-specific support to the General Manager and the Director of Schools, as requested.

• Prepares and produces complex presentations as requested.

• Ensures effective coordination of messenger and delivery services.

Business and Facilities Support:

• Self-directs and balances the multiple priorities of the Senior Leadership and the floor to ensure continuous monitoring, communication and successful completion of all office operations.

• Maintains confidentiality of sensitive business and employee information; handles sensitive documents with discretion and sound judgment.

• Ensures assigned floor is welcoming and responsive to the needs of visitors and employees, managing general support to the needs of guests and employees.

• Supports Business Operations Managers ability to implement and monitor Policies & Procedures relating to office support and facilities.

• Supports management of office budgets, forecasting, uploading invoices into ERP and contributes to cost efficient spending.

• Manages appropriate inventories of office supplies, cleaning supplies, food, and beverage within budget constraints.

• Manages health and safety risks and hazards in the workplace.

• Works with and trains all employees to manage, monitor and improve the health and safety standards in the workplace.

• Promotes a safe working environment; identifies safety hazards and coordinates with Human Resources as needed to resolve.

• Supports main Reception desk by covering duties and supporting overflow of needs as requested.

General Office Support for Meetings, Events and Logistics:

• Manages the coordination of routine and/or regularly scheduled meetings, maintaining a master schedule, and initiating coordination of associated logistics, communication, and materials.

• Manages and coordinates on and off-site team meetings, including venue research and selection, communication of plans, meal planning, reservations, visas and travel, meeting room logistics and materials.

• Manages the coordination of requested VIP, visitor, employee, and new joiner events as requested, ensuring a professional, polished experience.

• Manages scheduling and coordination of conference calls and video conferencing.

Education, Experience and Required Skills Education

• Bachelors degree in Administration or related field.

• Qualifications in secretarial studies will be an advantage.

Experience

• Minimum 5 years of experience as an administrator or officer.

• Must have excellent verbal and written communication skills in English & Arabic.

• Must have experience and excellent skills in Microsoft Office (Word, Excel, PowerPoint), and Google (Google Drive, Google Calendar, Google Meet)

• Must have excellent organizational skills.

• Must have good skills at trouble-shooting and problem-solving.

• Must have experience maintaining and implementing organized and secure filing systems.

• Must have experience and high skill composing business correspondence, including Board correspondence.

• Strong technology abilities using various business systems and office machines (i.e. fax, scanner, printer, e-files, etc.)

• Knowledge and understanding of education, IT or customer services sectors a strong advantage.

• Experience working with reports and analysis of data.

• Highly developed interpersonal and leadership skills.

• Ability to organize work, initiate and complete projects with minimal supervision.

• Ability to handle matters requiring diplomacy, sensitivity, and confidentiality.

• Ability to multi-task and manage demands from multiple entities in an effective and highly communicative manner.

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