Personal Assistant to the Head of Institute
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Key skills for this role
About the Role
AUPS Education seeks a highly organized Personal Assistant to provide comprehensive administrative support to the Head of Institute. The role involves calendar management, meeting coordination, correspondence, event organization, and handling confidential information.
Key Skills for This Role
Responsibilities
- Provide high level administrative and executive support to the Head of Institute
- Manage calendars, appointments, meetings, and travel arrangements
- Coordinate internal and external meetings, prepare agendas, record minutes, and follow up on action items
- Draft, proofread, and manage correspondence, reports, presentations, and official documents
- Screen phone calls, emails, and visitors, ensuring timely and professional responses
- Coordinate with academic departments, administrative teams, government authorities, and external stakeholders as required
- Maintain confidential records, files, and sensitive documentation with the highest level of discretion
- Track deadlines, monitor ongoing projects, and ensure timely completion of assigned tasks
- Organize events, conferences, workshops, and official functions
- Prepare reports, presentations, and data summaries for management meetings
- Handle expense reports, purchase requests, and other administrative documentation
- Assist in policy implementation, documentation, and compliance related administrative activities
Requirements
- Bachelor's Degree in Business Administration, Management, or a related field
- Minimum 3–5 years of experience as an Executive Assistant or Personal Assistant, preferably within the education sector
- Excellent verbal and written communication skills in English
- Strong organizational, multitasking, and time management abilities
- High level of professionalism, integrity, and confidentiality
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace
- Experience preparing reports, presentations, and meeting minutes
- Ability to work independently with minimal supervision
- Strong interpersonal skills with the ability to interact effectively with senior management and external stakeholders
- Knowledge of UAE educational administration and government procedures will be an advantage
Full Job Posting
Job Summary
- We are seeking a highly organized, proactive, and professional Personal Assistant to provide comprehensive administrative and executive support to the Head of Institute.
- The ideal candidate will possess exceptional communication, coordination, and time management skills, with the ability to handle confidential information and manage multiple priorities in a fast paced academic environment.
Key Responsibilities
- Provide high level administrative and executive support to the Head of Institute.
- Manage calendars, appointments, meetings, and travel arrangements.
- Coordinate internal and external meetings, prepare agendas, record minutes, and follow up on action items.
- Draft, proofread, and manage correspondence, reports, presentations, and official documents.
- Screen phone calls, emails, and visitors, ensuring timely and professional responses.
- Coordinate with academic departments, administrative teams, government authorities, and external stakeholders as required.
- Maintain confidential records, files, and sensitive documentation with the highest level of discretion.
- Track deadlines, monitor ongoing projects, and ensure timely completion of assigned tasks.
- Organize events, conferences, workshops, and official functions.
- Prepare reports, presentations, and data summaries for management meetings.
- Handle expense reports, purchase requests, and other administrative documentation.
- Assist in policy implementation, documentation, and compliance related administrative activities.
Requirements
- Bachelor's Degree in Business Administration, Management, or a related field.
- Minimum 3–5 years of experience as an Executive Assistant or Personal Assistant, preferably within the education sector.
- Excellent verbal and written communication skills in English.
- Strong organizational, multitasking, and time management abilities.
- High level of professionalism, integrity, and confidentiality.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
- Experience preparing reports, presentations, and meeting minutes.
- Ability to work independently with minimal supervision.
- Strong interpersonal skills with the ability to interact effectively with senior management and external stakeholders.
- Knowledge of UAE educational administration and government procedures will be an advantage.
Key Competencies
- Executive Support
- Calendar & Schedule Management
- Communication & Correspondence
- Meeting Coordination & Minute Taking
- Documentation & Record Management
- Confidentiality & Professional Ethics
- Problem Solving
- Attention to Detail
- Time Management
- Stakeholder Coordination
- Project Coordination
- Adaptability & Flexibility
What We Offer
- Competitive salary
- Professional and collaborative work environment
- Career development opportunities
- Opportunity to work directly with senior leadership in a growing educational institution
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