Executive Assistant

Job Number

UAE00532

Job Type

Non-Teaching

School / Entity Name

U.A.E., Oman, Qatar & Bahrain

Department

Administration

About SABIS®

SABIS® is a global education network that has an active presence in 21 countries on five continents and educates students in both the private and public sectors. SABIS® schools implement the proven, proprietary SABIS® Educational System, which has been developed and refined for over 140 years.

All students in the SABIS® Network benefit from a long tradition of excellence in education, a reputation that is rooted in a well-developed philosophy that seeks to provide students with a top-quality education that prepares them to meet the challenges of a changing world.

For more information about the SABIS® Network, visit: www.sabis.net.

Job Purpose

Responsible and accountable for providing professional and comprehensive administrative support to the various functions of the Regional Operations Director, ensuring smooth and efficient operations across the different schools in the UAE and Gulf region. This role involves assisting with various administrative tasks to ensure that operations are maintained in an effective, up to date and accurate manner.

Key Responsibilities:

• Organizing office operations and procedures for the efficient flow of work within the office as well as the integration of interdepartmental workflow and sequence
• Performing general clerical duties including but not limited to photocopying, faxing, mailing, and filing
• Answering the Regional Operations Director telephone calls and providing information to callers or directing calls to appropriate officials as well as placing outgoing calls for the Regional Operations Director
• Coordinating, and facilitating, the Regional Operations Director calendar to arrange appointments, meetings, and conferences, which will enable him to better manage his time and schedule
• Arranging business travel schedules and logistics
• Acting as a liaison between the Regional Operations Director, subordinates, or others, by transmitting directives, instructions, and assignments, as well as following up on the status of assignments/projects
• Greeting and receiving visitors ensuring that the required attention and hospitality are provided to the visitors
• Coordinating and facilitating communication between the Regional Operations Director and all department heads in order to follow up on any logistics required
• Consolidating the leave requests and approved vacations as needed by the Regional Operations Director
• Ensuring a professional working environment throughout the process of troubleshooting any concern that arises with and/or between employees
• Performing such other tasks/projects related as they arise and as delegated by the Regional Operations Director
• Monitoring the leave requests and behavioral conduct of all departmental employees to ensure a smooth operation of their department and its effect on SES
• Developing presentations and other material on behalf of the Regional Operations Director
• Coordinating the training and departmental events
• Scheduling and organizing meetings, conferences and events, preparing agendas, taking minutes and distributing meeting materials when needed
• Coordinating and managing multiple tasks including assisting in the planning and execution of regional tasks and projects
• Handling incoming and outgoing communications, addressing inquiries and resolving issues from different stakeholders while maintaining high level of customer service and professionalism
• Maintaining and organizing regional documents, records and files while ensuring compliance with data protection and confidentiality policies, and securing proper storage of data files and records as per internal policies and where appropriate
• Performing other related tasks as they arise and as delegated by the Regional Operations Director

Ideal Requirements:

• Bachelor degree in Business Administration and/or equivalent
• English and Arabic Proficient
• A minimum of 2 to 3 years of experience in a relevant field
• Professional behavior and ethical conduct
• Delivering results
• Continuous learning and improvement
• Accountability and taking ownership
• Organization skills with the ability to prioritize and manage multiple tasks
• Attention to details and accuracy
• Strong interpersonal and communication skills
• Ability to work collaboratively with regional and cross-functional teams

Employment Requirements:

Must meet all employment requirements including, but not limited to, country and local education and certification requirements, reference checks, and criminal background checks.

Additional details about this position will only be provided to short-listed candidates.

SABIS® is an equal opportunity employer. We are dedicated to a policy of non – discrimination in employment on any basis including age, sex, color, race, creed, national origin, religion, marital status, disability, or any other legally protected characteristics.