Personal Assistant - Senior Vice Principals

Job Description

Personal Assistant the Senior Vice Principals (SVP)

GEMS International School

• , Al Khail, opened in September, 2013, as a premium school offering the International Baccalaureate (IB) programme.
• Personal Assistant To The Senior Vice Principals – Key Responsibilities
• Assist the Senior Vice Principal in organising and managing administrative workload, liaising daily on key priorities, events, and follow-up actions.
• Maintain complex diary management, including scheduling appointments and meetings, ensuring the Senior Vice Principal is adequately briefed and provided with all relevant documentation in advance.
• Prepare briefing papers, reports, and responses for meetings and correspondence, ensuring all necessary materials are available ahead of scheduled engagements.
• Arrange and coordinate weekly and ad hoc meetings, ensuring timely follow-up of actions and completion by relevant stakeholders within agreed deadlines.
• Serve as a liaison between the Senior Vice Principal and internal/external organisations, facilitating communication and maintaining professional relationships, including handling correspondence, applications, and forms.
• Attend weekly Senior Leadership Team meetings and other related meetings, preparing agendas, taking minutes, and distributing follow-up actions to the Senior Leadership Team.
• Draft, organise, and distribute official correspondence on behalf of the Senior Vice Principal to local authorities, parents, carers, and the wider community.
• Maintain and monitor the school complaints log, ensuring appropriate follow-up actions are assigned and completed in a timely manner.
• Liaise with other GEMS schools and the Corporate Office as required to ensure smooth communication and coordination.
• Maintain strict confidentiality regarding staff and student matters, and respond to parents and pupils with tact, sensitivity, and professionalism.
• Coordinate key events and VIP visits linked to the Senior Vice Principal’s office, including logistics, catering, scheduling, and guest management.
• Screen and prioritise incoming post, telephone calls, and emails, escalating matters to the Senior Vice Principal or Senior Leadership Team as appropriate.
• Organise travel and accommodation arrangements, including researching and preparing detailed itineraries when required.
• Make telephone calls on behalf of the Senior Vice Principal and follow up on resulting actions.
• Process purchase requisitions, reconcile receipts, and manage reimbursement claims as required.
• Oversee the daily functioning of the Senior Vice Principal’s office, including workload allocation and administrative support.
• Manage priorities independently using initiative and strong knowledge of school operations, with minimal supervision.
• Lead or support ad hoc projects assigned by the Senior Vice Principal.
• Supervise the office administrator supporting the Senior Vice Principal, ensuring effective and high-quality administrative delivery.
• Ensure compliance with safeguarding procedures across all duties.
• Undertake any additional duties as reasonably requested by the Senior Vice Principal or delegated representative.

Skills

• Strategic and operational leadership capability.
• Excellent communication, organisation, and interpersonal skills.
• Strong analytical and problem-solving abilities.
• Proven administrative experience preferably in a school environment

Personal Attributes

• Highly organised with strong time management skills
• Excellent communication and interpersonal abilities
• Maintains confidentiality and professionalism
• Detail-oriented and efficient in handling tasks
• GEMS Education is committed to safeguarding and promoting the welfare of all of its students and staff.
• A UK-enhanced DBS or equivalent police check is a pre-requisite for all appointments.