Administrative Assistant (Academic Programme Support)

Role overview

Records, data and Excel

• Update learner registrations, attendance, assessment results, and verification outcomes within one working day; verify entries and flag missing, duplicate, or inconsistent records.
• File assessment and verification documents for audit readiness and maintain version, issue-date, and sign-off records.
• Maintain learner progress, assessor sampling, verification action, CPD, and meeting action trackers using Excel functions, pivot tables, validation, and formatting.
• Prepare weekly and monthly summary tables and charts; clean and reconcile data from assessors, the client academy, and the vendor.

Meetings and administration

• Attend programme, standardisation, client review, and vendor meetings; prepare agendas and circulate meeting packs at least one working day in advance.
• Record decisions, actions, owners, and due dates; issue draft minutes within one working day and approved minutes within five working days.
• Schedule meetings, assessment sessions, and verification visits; book rooms, labs, and equipment.
• Draft routine correspondence and templates, support assessor and trainer onboarding, and protect confidential learner and staff information.

SME coordination

• Maintain SME records, schedule review sessions and workshops, circulate documents in advance, and collect signed review forms.
• Track SME comments and sign-offs, follow up on outstanding reviews, take review meeting minutes, and prepare timesheets or attendance records for approval and payment processing.

Education and experience

• A diploma or bachelor's degree in business administration, office management, or a related field is essential.
• At least two years in administration, data entry, or coordination, with proven formal meeting minute-taking, is essential.
• Experience in a training institute, academy, or accredited education provider and exposure to NQC/SQC or similar regulator records are desirable.
• A certificate in secretarial or executive assistant studies is desirable.

Software and language skills

• Confident use of Word styles, headings, tables, templates, track changes, comments, numbering, and document formatting is essential.
• Confident use of Excel formulas, lookups, pivot tables, data validation, conditional formatting, and charts is essential.
• Document templates and mail merge are desirable; Microsoft Office Specialist (Excel), Power Query, or basic macros are desirable.
• Professional written and spoken English and Arabic for client academy correspondence and minutes are essential; bilingual Arabic and English is desirable.
• Learner management or e-portfolio systems and AI tools for drafting, summarizing, or data cleaning are desirable.

Other qualifications and competencies

• Must be eligible to work in the UAE and type at least 50 words per minute with high accuracy.
• Key competencies include accuracy, clear writing, organization, confidentiality, proactive follow-up, and responsive team support.

Performance measures