Executive Assistant to Principal/CEO

We are seeking a highly professional and organised Executive Assistant to the Principal to provide high-level administrative support in a fast-paced school environment. 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.ResponsibilitiesActing as a first point of contact within the school for staff, LAB, GEMS Education, KHDA, parents and others seeking contact with the CEO of SchoolAssisting the CEO in organising administrative workload. Liaising with the CEO regarding the events of the day and following up resultant actionsMaintaining complex diary management for the CEO, arranging appointments and meetings as appropriate and ensuring that the CEO is adequately briefed and in possession of all relevant work papersAssembling 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 meetingArranging a variety of weekly meetings and when required and ensuring that matters arising from meetings are dealt with by the appropriate people within agreed timescalesActing 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 requiredAttending weekly Senior Leadership Team meetings and related meetings; preparing agenda, taking minutes and disseminating information to the Senior Leadership TeamOrganising 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 schoolHandling 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 mannerLiaising with other GEMS Education Schools and Corporate OfficeMaintaining 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 undertakenCoordinating key events, managing VIP visits associated with the CEO office including logistics, arranging catering, meeting and greeting visitorsSorting 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 necessaryOrganising travel and accommodation arrangements for the CEO. Researching and producing travel plans and itineraries where neededMaking any telephone calls as requested by the CEO of School and follow up any resultant actionsProcessing purchase requisitions, reconciliation of payment receipts and reimbursement claims for the CEO when requiredOverseeing the CEO’s office including monitoring and delegating the appropriate workloadOrganising workload and prioritise on a daily basis using own inquisitive and knowledge of the work with minimal supervision from the CEOHandling any ad hoc projects assigned by the CEOOverseeing the CEO’s office, supervising the CEO’s office administrator to provide a full spectrum of administrative support to the CEOImplementing safeguarding procedures at the SchoolUndertaking duties as the CEO of School or a delegated representative may reasonably request.#J-18808-Ljbffr