Personal Assistant to the Head of Institute

Job Summary

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.
• Perform research and compile information to support executive decision-making.
• Undertake any other duties assigned by the Head of Institute.

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

• Confidentiality & Professional Ethics

• Problem Solving
• Attention to Detail
• Time Management
• Stakeholder Coordination
• Project Coordination

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