Executive Assistant to Principal/CEO

We are hiring an outstanding Executive Assistant to Principal/CEO to join at Gems International School. This is an exciting opportunity for an educator who is passionate and eager to contribute to the academic success of our students.

GEMS International School, Al Khail, opened in September, 2013, as 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.

·      Acting as a 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. Liaising with the CEO regarding the events of the day and following up resultant actions

·       Maintaining complex diary management for the CEO, arranging appointments and meeting as appropriate and ensuring that the CEO is adequately briefed and in possession of all relevant work papers

·       Assembling and preparing papers required by the CEO to attend meetings, preparing reports or replying to requests for information. Ensuring that papers are given to the CEO for the next day’s meeting and that any instructions and directions are obtained prior to the meeting

·       Arranging a variety of weekly meetings and when required and ensuring that matters arising from meetings are dealt with by the appropriate people within agreed timescales

·       Acting as a liaison officer between the CEO and the various organizations to facilitate communication and maintain relationships; including processing correspondence, completing and submitting applications and forms when required

·       Attending weekly Senior Leadership Team meetings and related meetings; preparing agenda, taking minutes and disseminating information to the Senior Leadership Team

·       Organising the drafting and distribution of CEO’s letters and other correspondence with local authorities, parents, carers and the local community and making contact with any other individuals who have business with the school

·       Handling record-keeping of the master school complaint’s log to ensure the appropriate follow up actions are taken by the responsible member of staff in a timely manner

·       Liaising with other GEMS Education Schools and Corporate Office

·       Maintaining a high degree of confidentiality with regard to issues concerning members of staff and pupils. Responding positively with tact, sensitivity and awareness to pupils and parents in relation to duties undertaken

·       Coordinating key events, managing VIP visits associated with the CEO office including logistics, arranging catering, meeting and greeting visitors

·       Sorting and prioritising incoming posts, and filtering telephone calls and emails before passing them to the CEO and wider Senior Leadership Team, if it is deemed necessary

·       Organising travel and accommodation arrangements for the CEO. Researching and producing travel plans and itineraries where needed

·       Making any telephone calls as requested by the CEO of School and follow up any resultant actions

·       Processing purchase requisitions, reconciliation of payment receipts and reimbursement claims for the CEO when required

·       Overseeing the CEO’s office including monitoring and delegating the appropriate workload

·       Organising workload and prioritise on a daily basis using own inquisitive and knowledge of the work with minimal supervision from the CEO

·       Handling any ad hoc projects assigned by the CEO

·       Overseeing the CEO’s office, supervising the CEO’s office administrator to provide a full spectrum of administrative support to the CEO

·       Implementing safeguarding procedures at the School

·       Undertaking duties as the CEO of School or a delegated representative may reasonably request.