FEMALE-CANDIDATES ONLY (AS PER REGULATORY REQUIREMENTS FOR EARLY YEARS SCHOOLS IN DUBAI) Essential Requirements A suitable candidate for this position will be an effective communicator, logical, highly organised, present a professional image and demonstrate an active involvement in the school.
Outstanding organisational ability and attention to detail
Interpersonal and relationship building skills
Excellent communication skills, both oral and written
Absolute discretion, confidentiality, flexibility and reliability
Energy, commitment, resilience, integrity, good humour
Broad and nuanced understanding of the school’s structure, processes and ethos
Calm under pressure, effective and gracious even when dealing with difficult people and situations
Able to manage competing demands, balance conflicting priorities and negotiate workable solutions and timeframes whilst maintaining focus, speed and accuracy
Able to use initiative, be decisive and authoritative
Able to work effectively as part of a team as well as act autonomously and maintain a discreet distance as required by circumstances
Appropriate technological skills including advanced knowledge of Microsoft Office
Responsibilities and Expectations The primary function of the Personal Assistant to the Director is manage the day to day functions of the Director and provide high level administrative support. Given the breadth of the Director’s role, this entails a wide range of responsibilities and demands flexibility and commitment to superior outcomes. The Personal Assistant to the Director plays a key role in representing the school to stakeholders and the wider community. General administrative and secretarial support
Provide high level administrative and secretarial support to the Director
Manage the Director’s calendar and scheduling, assessing meeting requests, prioritising matters of urgency and redirecting matters as appropriate. Use discretion, diplomacy and initiative to prioritise and manage enquiries, requests and complaints
Manage email, mail and telephone correspondence in a timely manner
Assist Director with any tasks arising from mail
Prepare draft correspondence on behalf of the Director, with particular attention to the timely processing of requests for leave of absence
Prepare letter responses to parents as directed by Director
Attend to confidential correspondence
File documentation and papers as required
Ensure that the administration of the school functions effectively to support the educational program
Maintenance parent/student records and associated correspondence; maintain confidential correspondence for the Director as required
Meetings and Functions
Ensure that the Director has relevant files and information for meetings
Attend and minute meetings of the Director
Some meetings may, with notice, take place out of hours.
Ensure items from meetings are actioned in a timely manner
Co-ordinate and oversee functions and events hosted by the Director
Organise all arrangements and associated documentation for the Director's travel, conferences and attendance at meetings
Arrange meetings for the Director and guests, including travel logistics, room bookings, catering and technology.
Produce, distribute, manage and file agendas, minutes and other documentation for meetings.
Manage records and files with accuracy and efficiency.
Ensure that applicable action items from meetings are followed up in a timely fashion by the Principal or on her behalf.
Human Resources
Manage the recruitment process and prepare all HR related paperwork
Provide administrative support to the Executive Team for the staff appointment process
Maintain staff records including staff files, management of leave requests and record keeping of Human Resource matters
Others
Work closely and effectively with the Director to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the Director updated.
Liaise effectively with other team members, especially members of the Executive.
Build strong relationships to support effective management and decision-making.
Foster a positive relationship with the school and local community
Ensure Director’s Workload is managed
Carry out other personal duties as required by the Director
Please note that you are wholly responsible for fact checking in respect of the information provided by schools. Please also check for the latest visa and work permit requirements that may apply. Tes is not responsible for the content of advertisements or the policies adopted by advertising schools. Tes asks that all schools follow Tes' Fair Recruitment Policy.
Beware of fraud agents! do not pay money to get a job
MNCJobsGulf.com will not be responsible for any payment made to a third-party. All Terms of Use are applicable.