President's Office Manager

About the role

Executive Office Management

• Manage the daily operations of the President's Office to ensure efficiency and professionalism.
• Coordinate and maintain the President's calendar, appointments, meetings, and official engagements.
• Prioritise requests and correspondence, ensuring timely follow-up and appropriate action.
• Organise domestic and international travel arrangements, including itineraries, accommodation, visas, and logistics.
• Monitor deadlines and ensure timely completion of assigned executive tasks.

Administrative Support

• Prepare, review, and format reports, presentations, briefing papers, speeches, correspondence, and official documents.
• Maintain accurate records, filing systems, and confidential documentation.
• Draft routine correspondence and ensure professional communication on behalf of the President.
• Coordinate procurement and office resource requirements.

Stakeholder Coordination

• Serve as the primary liaison between the President's Office and university leadership, faculty, staff, students, government agencies, accreditation bodies, industry partners, and external organisations.
• Coordinate meetings with internal and external stakeholders.
• Facilitate communication and follow-up on executive decisions and action items.

Meeting and Event Management

• Plan, coordinate, and administer executive meetings, committee meetings, and strategic planning sessions.
• Prepare meeting agendas, supporting documents, minutes, and action trackers.
• Coordinate presidential events, ceremonies, official visits, and university functions.
• Ensure effective logistical support for high-profile meetings and events.

Governance Support

• Support governance activities involving the President, Board of Trustees, University Council, and executive committees.
• Maintain governance records and monitor implementation of decisions and resolutions.
• Ensure documentation complies with institutional policies and governance requirements.

Strategic and Project Support

• Assist in monitoring strategic initiatives and institutional priorities assigned by the President.
• Coordinate cross-functional projects involving multiple university departments.
• Track project milestones and prepare progress reports.
• Support institutional planning and executive decision-making through research and data collection.

Confidentiality and Compliance

• Handle sensitive and confidential information with the highest level of discretion.
• Ensure compliance with university policies, legal requirements, and administrative procedures.
• Maintain secure management of executive records and official documentation.

Office Administration

• Supervise administrative processes within the President's Office.
• Coordinate office budgets, purchasing, and expense reporting.
• Recommend improvements to administrative systems and operational efficiency.
• Support onboarding and coordination of administrative staff within the office, where applicable.

Qualifications

Eligibility

1. UAE National only

Qualifications

Education

1. Bachelor's degree in Business Administration, Public Administration, Higher Education Administration, Management, or a related field.
2. Master's degree is preferred.

Qualifications

Experience

1. Minimum of 5–8 years as an Office Manager
2. Experience supporting senior executives, preferably within higher education or a comparable complex organisation.
3. Experience coordinating executive meetings, governance activities, and strategic initiatives.

Qualifications

Knowledge and Skills

1. Excellent organisational and time-management skills.
2. Strong written and verbal communication abilities (Arabic and English).
3. Exceptional attention to detail and accuracy.
4. High level of professionalism, integrity, and discretion.
5. Strong interpersonal and stakeholder management skills.
6. Ability to manage multiple priorities in a fast-paced environment.
7. Excellent problem-solving and decision-making capabilities.
8. Advanced proficiency in Microsoft Office Suite and digital collaboration platforms.
9. Knowledge of university governance structures and higher education administration is an advantage.

Qualifications

Core Competencies

1. Executive Support
2. Office Management
3. Strategic Coordination
4. Confidentiality and Ethics
5. Stakeholder Relationship Management
6. Communication Excellence
7. Planning and Organisation
8. Project Coordination
9. Governance Administration
10. Adaptability
11. Continuous Improvement

Key Performance Indicators (KPIs)

1. Timely and effective management of the President's schedule and priorities.
2. Accuracy and quality of executive correspondence and documentation.
3. Timely coordination of executive meetings and follow-up actions.
4. Stakeholder satisfaction with responsiveness and professionalism.
5. Successful coordination of presidential events and official engagements.
6. Compliance with governance and administrative requirements.
7. Timely completion of strategic assignments and executive projects.
8. Effective management of confidential information with zero compliance breaches.