Job Description

Gems Cambridge International, Abu Dhabi is seeking an efficient, highly organised and professional Executive Secretary to the School Principal to provide high-level administrative and operational support in a fast-paced school environment. The role is for an immediate joiner. The successful candidate will be responsible for the smooth and effective management of the Principal's Office, ensuring confidentiality, accuracy, and excellence in coordinating communication, schedules, and key administrative functions.
Overview:
The Executive Secretary to the Principal & CEO will play a pivotal role in ensuring the smooth, efficient, and professional operation of the school's leadership office. This demanding and rewarding role requires exceptional organizational skills, a proactive mindset, and the ability to thrive in a dynamic educational environment.
Serving as the Principal's first point of contact, the Executive Secretary manages communication, scheduling, and administrative priorities with the highest standards of discretion, confidentiality, and service excellence--supporting the school's mission to provide a world-class Cambridge education.
Key Responsibilities:
Calendar and Schedule Management

• Organize and maintain the Principal's calendar, including meetings, appointments, and school events.
• Liaise with staff, parents, and external stakeholders to optimize the Principal's time and priorities.

Communication and Correspondence

• Act as a trusted gatekeeper for the Principal's Office, handling communications with professionalism and confidentiality.
• Draft, proofread, and distribute correspondence, reports, and official school communications.

Administrative Support

• Prepare agendas, minutes, and presentation materials for meetings.
• Maintain records, files, and confidential documents in an organized and secure manner.
• Coordinate logistics for meetings, conferences, and special events.

Project and Event Coordination

• Support planning and implementation of school-wide projects and initiatives.
• Track deadlines and follow up on delegated tasks to ensure timely completion.

Discretion and Confidentiality

• Handle sensitive and confidential matters with absolute integrity and professionalism.
• Demonstrate sound judgment in managing information and interactions.

Stakeholder Liaison

• Serve as the central contact point between the Principal and internal/external stakeholders.
• Facilitate effective communication between departments and leadership teams.

Graphic Design and Communications Support (Preferred)

• Design high-quality visual materials (newsletters, reports, calendars, presentations) using Canva or Adobe tools.
• Contribute to branding and communication initiatives across the school.

Skills
Skills and Attributes:

• Exceptional Discretion & Confidentiality: Handles all information with the utmost professionalism.
• Strong Communication Skills: Confident and clear in both written and verbal communication.
• Organisation & Time Management: Manages multiple priorities efficiently and accurately.
• Technological Proficiency: Skilled in Microsoft Office Suite and database management.
• Graphic Design Ability (Preferred): Competent in Canva, Photoshop, or Illustrator.
• Interpersonal Excellence: Builds positive relationships across the school community.
• Attention to Detail: Maintains precision in communication and documentation.
• Problem-Solving Skills: Approaches challenges with initiative and sound judgment.
• Adaptability: Flexible and calm in a fast-paced, evolving environment.

Qualifications and Experience:

• Bachelor's degree in administration or a related field.
• Minimum of 2 years' experience as an Executive Assistant or in a similar role (preferably within an educational institution).
• Proven ability to manage sensitive matters with discretion and accuracy.
• Working knowledge of graphic design tools is a strong advantage.
• Bilingual speaker - English and Arabic (preferred).

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

Skills Required