Executive Assistant Operations Grade 5

Position Details

• Dubai Operations
• Discipline:
  Professional Services
• University of Birmingham, Dubai campus
• Salary:
  Competitive
• Grade: 5
• Positions: 1
• Full time
• Duration: 3 years fixed contract
• Location:
  
  Dubai, UAE
• Closing date: 30 June 2026

The University of Birmingham Dubai was established in 2018 in Dubai International Academic City and moved to a state‑of‑the‑art campus in September 2021. It is a top 100 world‑leading university that continues to grow its strategic mission in Dubai, UAE and beyond.

Our ethos is built on collaboration, flexibility and responsiveness to the needs of the campus community. All Professional Services team members contribute to key academic cycle phases—such as Welcome Week and Graduation—to deliver a high‑quality service that adapts to changing circumstances.

The Executive Assistant supports senior leadership and the wider campus community through administrative, operational and event‑management duties. Responsibilities include front‑desk operations, executive diary and inbox management, procurement, event coordination, and governance support.

• Manage the busy front desk at the main campus reception.
• Welcome guests and visitors to the Executive Office.
• Handle and refer technical queries to the appropriate department.
• Act as first point of contact for correspondence calls.
• Respond to general inquiries and delegate technical queries.
• Support applicants with campus tours.
• Organise and manage bespoke commercial and corporate event bookings.
• Collect and collate feedback for continuous improvement.

• Implement operational processes and systems that support campus activities.
• Independently resolve complex enquiries and correspondence.
• Maintain high‑profile relationships with key stakeholders.
• Plan and coordinate events, including venue booking, invitations, refreshments, speaker liaison, and post‑event reporting.
• Analyse and interpret data for reporting and improvement.
• Manage small projects and conduct desk research.
• Monitor budgets, process payments and raise concerns where finances deviate from budgets.
• Procure goods and services through the University system.
• Update and write departmental communications.
• Address health and safety and facilities issues.
• Ensure compliance with internal procedures and disseminate as necessary.

• Plan and coordinate conferences, workshops, and senior visits.
• Handle venue hire, invitations, refreshments, speaker liaison, and logistics.
• Maintain customer service standards throughout.

• Manage a complex diary and plan meetings 6–12 months ahead.
• Make decisions on behalf of others regarding inbox management.
• Prepare and collate meeting materials, set deadlines, and chase submissions.
• Attend meetings, take minutes, and follow up with attendees.
• Arrange international travel—flights, hotels, transfers—and plan itineraries.
• Analyse event, budget and personnel data for reporting.
• Lead smaller projects, conduct research, and source data.
• Support the development and implementation of operational processes.

• Prepare and collate governance documents, set deadlines, and chase submissions.
• Attend meetings, take minutes, and ensure follow‑up actions are completed.

• Maintain confidential records and support staff information management.
• Coordinate recruitment and onboarding processes.
• Prepare induction materials and support new joiners.
• Maintain an up‑to‑date staff list.
• Coordinate annual reviews.
• Support wellbeing, HR administration, and onboarding.
• Respond to campus needs as directed by the Executive Office Manager.

• Degree level or significant practical experience demonstrating required skills.
• Ability to identify and implement service improvements and monitor performance.
• Experience handling a busy front desk with excellent customer service.
• Highly proficient IT skills, especially complex electronic diaries, email, MS Office suite, Excel, and PowerPoint.
• Higher Education experience is advantageous.
• Experience working with senior executives and C‑suite.
• Event coordination experience and resource management skills.
• Pr…