Executive Assistant to Deputy Principal, Education

Executive Assistant Job Description

Job Posting Title:Executive Assistant

Grade and Salary:Grade 5

FTE and working pattern:Full-time

Reports to:Senior Executive Assistant – Dubai Campus

About the role:

The Executive Assistant to the Deputy Principal Education & Student Life will provide essential administrative support, including managing appointments, coordinating schedules, arranging travel, maintaining records, preparing reports, and handling correspondence. This role calls for a proactive, dynamic individual who excels in a fast-paced environment, offering forward-thinking solutions. You will ensure that the Deputy Principal is well-prepared and that tasks are completed efficiently and to a high standard.

You will also work closely with a diverse range of internal and external stakeholders ensuring professional and timely service delivery.

The successful candidate will be expected to collaborate with colleagues across campuses to achieve shared goals.

As part of the Administrationunit, you will report to the Senior Executive Assistant at the Edinburgh Campus actively contributing to transformation and operational excellence.

Summary of Key Duties and Responsibilities:

• Communicate professionally and tactfully whether on phone, email, or in-person interactions, ensuring prompt, accurate responses with exceptional attention to detail
• Collaborate effectively with the global team, demonstrating a clear understanding of the global dimension and its requirements.
• Ensure accurate and efficient management of office systems, data, and related processes, maximizing the use of platforms like MS Teams and SharePoint for document storage and tracking the management of small projects.
• Coordinate and organize meetings by managing bookings, sending invites, preparing agendas, compiling necessary documentation. Additionally, serve as a clerk or minute-taker for these meetings, ensuring Action Trackers are effectively maintained and updated to support seamless follow-up for subsequent meetings.
• Arrange travel and accommodation for the Deputy Principal, including booking flights, accommodation with designated providers, and coordinating local transfers to and from the University.
• Provide comprehensive administrative management support to the Deputy Principal ensuring meticulous planning and attention to detail in all tasks and responsibilities.
• Manage the Deputy Principal’s diary, coordinating appointments and ensuring they are well-prepared with all necessary information and documents prior to each meeting, while maintaining professional customer service in all interactions with stakeholders.
• Coordinate logistical arrangements for meetings and events as directed by the Deputy Principal, including organizing catering, venue reservations, liaising with suppliers, and collaborating with both internal and external stakeholders to ensure the success of events and activities.
• Investigate and resolve inquiries, directing stakeholders to the appropriate staff or department if the issue falls outside the scope of the role.

Please note that this job description is not exhaustive, and the role holder may be required to undertake other relevant duties commensurate with the level of the post and its general responsibilities. Activities may be subject to amendment over time as the role develops and/or priorities and requirements evolve.

Education, Qualifications & Experience:

Essential

• Educated toat leastdegreeor equivalent practical experience in the workplace
• Ability to plan and anticipate needs, proactively managing own (and occasionally others’) workloads to use time effectively, handle multiple tasks simultaneously.
• Experience of working within a similar fast paced environment as outlined above
• Competent in the use of more up to date practices like use of AI assistance to modernise working practices of the office.
• Well-developed interpersonal skills
• Demonstrable professional and highly proactive approach
• Demonstrable ability to work quickly (meeting targets), flexibly and accurately in a dynamic, changing and pressured environment
• Demonstrable provision of excellent customer service
• Analytical problem-solving skills
• Excellent English language…