Bilingual Office Manager

Job Purpose

Executive & Administrative Support

• Provide direct administrative and executive support to the General Manager.
• Manage calendars, appointments, meetings, and travel arrangements.
• Prepare agendas, presentations, reports, briefing papers, and official correspondence within specified timelines.
• Take minutes during meetings and distribute action points and follow-ups accordingly.
• Coordinate leadership meetings, school visits, and corporate events.
• Screen and prioritize incoming communications, ensuring urgent matters are escalated appropriately.
• Handle confidential and sensitive information with the highest level of discretion and professionalism.

Office Operations & Coordination

• Oversee the daily operations and administration of the Corporate Office to ensure a professional, efficient, and well-organized working environment.
• Act as the primary administrative coordination point between the Corporate Office and schools.
• Support communication, workflow coordination, and information sharing between school leadership teams and corporate departments.
• Manage office facilities, supplies, equipment, vendors, and administrative service providers for the Corporate Office.
• Coordinate meetings, leadership visits, and operational activities involving schools and corporate leadership.
• Support the preparation and coordination of reports, documentation, and submissions required from schools for corporate and regulatory purposes.
• Ensure administrative systems, filing structures, and operational processes are maintained effectively across the Corporate Office.
• Support corporate projects, school initiatives, inspections, and operational priorities as directed by leadership.
• Maintain confidentiality and professionalism in handling sensitive school and corporate information.

Reporting & Compliance Support

• Assist in the preparation, coordination, and submission of reports required by ADEK and relevant authorities.
• Maintain accurate records and documentation related to school operations, compliance, inspections, and governance requirements.
• Track deadlines for regulatory submissions, audits, approvals, and reporting obligations.
• Support the collection, consolidation, and verification of operational and educational data for leadership reporting purposes.
• Prepare summaries, dashboards, trackers, and presentations for executive review and board reporting.
• Ensure all documentation is maintained in accordance with regulatory and organizational policies.

Data Management & Record Keeping

• Maintain accurate electronic and manual filing systems with a high degree of confidentiality.
• Update databases, trackers, and records relating to staff, operations, and school administration.
• Analyse and evaluate data and produce reports, summaries, and information as required.
• Ensure proper document control and version management for official records and correspondence.
• Support record retention and archiving processes in line with company and regulatory requirements.

Communication & Stakeholder Liaison

• Draft, proofread, and format professional communications, reports, and presentations.
• Liaise with school leaders, internal departments, government entities, and external partners to support smooth workflow and communication.
• Translate official documents, emails, and communications when required.
• Support the coordination of leadership communications and announcements.
• Maintain professionalism and confidentiality in all interactions and communications.

Compliance & Additional Duties

• Ensure adherence to company policies, procedures, and health & safety regulations.
• Support inspections, audits, and accreditation processes as required.
• Assist with strategic projects, operational initiatives, and executive priorities.
• Provide administrative support for board meetings and leadership committees when required.
• Perform any additional administrative or executive support duties assigned by the General Manager or Executive Director of Schools.

Skills & Competencies

• Excellent organizational and time management skills.
• Strong report writing and document preparation abilities.
• High level of professionalism and confidentiality.
• Excellent verbal and written communication skills in English; Arabic is an advantage.
• Strong attention to detail and accuracy.
• Ability to multitask and work under pressure within tight deadlines.
• Advanced proficiency in Microsoft Office applications, particularly Word, Excel, PowerPoint, and Outlook.
• Strong interpersonal and stakeholder management skills.
• Ability to work independently and proactively in a fast-paced educational environment.

Qualifications

• Bachelor’s degree in Business Administration, Management, Education Administration, or a related field.

Experience

• Minimum 3–5 years’ experience in office management, executive administration, or personal assistant roles.
• Previous experience within schools, educational institutions, or charter school environments is preferred.
• Familiarity with Abu Dhabi education sector requirements and regulatory reporting processes is an advantage.
• Strong organizational, communication, and interpersonal skills.