Taaleem
Taaleem have an opening for an Executive Assistant to CEO and the Director of Education.
This role is based at Taaleem Central Office in Dubai.
JOB PURPOSE
To support the CEO, Director of Education, and at times the CFO, while providing strategic and confidential administrative support.
KEY RELATIONSHIPS (INTERNAL AND EXTERNAL)
CEO, COO, CFO, Director of Education, Taaleem Board members, Taaleem Non Board Committee members, Shareholders, CO Head of Departments, School Principals, Company appointed Lawyers, CO Receptionist, CO Office Assistant, Principal PAs, CO Drivers and other external agencies / consultants.
KEY ACCOUNTABILITIES
Executive Assistant
Act as Secretary for senior meetings, including Senior Executive Board (SEB), as and when required by the CEO, including preparing meeting agendas, collating minutes, communicating meeting reminders, confirming venues, arranging refreshments as well as creating and distributing comprehensive minutes and action points to all members post meeting.
Support and ensure the executive team meet their deadlines, ensuring they have capacity to achieve the deadline that they have committed to.
Manage, coordinate and maintain calendar of CEO and Director of Education including appointments, meetings and travel; ensuring all necessary requirements are made e.g. meeting venue, equipment, presentations, prepare agendas.
Ensuring that the executive team are fully prepared for all internal and external meetings.
Ability to function well in a high-paced environment and with a strong judgement to triage a number of tasks at any given time, prioritising collaborations with the executive team members.
Ability and confidence to respond to sensitive situations, emails and other communications (including complaints) on behalf of the executive team and ensuring they are distributed to the correct department.
Have the ability to anticipate what comes next, what resources will be required for that project and which stakeholders to engage.
Acting as the point of contact between the executive team and employees/clients.
Draft and prepare correspondence for internal announcements, executive meetings, and organizations that the executive team are involved with.
Assist in preparing and managing presentations and decks.
Use discretion, confidentiality, and good judgment to handle executive team matters.
Represent the company and the executive team in a positive light through positive follow-through skills and sound judgment.
Conserve the Senior Executive’s team time by reading, researching, collecting and analyzing information as needed, in advance.
Complete adhoc projects as assigned – such as personal events and/or family needs.
Welcoming and interacting with external visitors and attending other ad-hoc meetings as and when requested by the executive team.
Provide high level personal, executive and administrative support to the executive team.
Responsible for organising CEO travel and logistics including flights, visa requirements, hotel accommodation, car rental, meeting schedules while travelling and completing expenses post travel.
Ensuring essential information and updates are communicated to Taaleem Central Office/Company as requested by CEO.
Responsible for managing CEO’s personal driver’s daily schedule in line with CEO’s daily requirements.
Carrying out Central Office Management duties to ensure that office policies and procedures are adhered to.
Arrange Central Office and Senior Leadership events.
Other duties as reasonably expected.
Board Secretary Support
Support the Taaleem Board Secretary in scheduling Taaleem PSC Board and Committee meetings including preparing meeting agendas, collating board reports and presentations.
Communicate meeting reminders and board reports with relevant Board and Committee members including their Assistants.
Confirm meeting venues, arrange refreshments as well as creating and distributing comprehensive minutes including board resolutions to all members post meeting.
Ensure appropriate means of technology are in place.
Office Support
Work closely with HR and Central Office staff to ensure that office policies and procedures are adhered to.
Line manage administration support team and drivers in the Central Office – Receptionists, Office Assistant, Central Office drivers.
Carry out performance appraisals of direct reports and arrange or make recommendations for professional development if required.
Responsible management of Central Office petty cash with the support of the Receptionist.
Person Specification:
Education: University degree or diploma relating to the field, preferred but not essential
Experience: Minimum 5 years’ experience as Executive Assistant or similar role
Competencies:
Organisational, planning and multi-tasking skills
Meet deadlines and ensure capacity is in place to do so
Ability to triage and prioritise numerous tasks
Excellent communication skills – strong written, verbal, non verbal, face to face, over the phone and email communication
Information gathering and information monitoring skills
Problem analysis and problem-solving skills
Judgment and decision-making ability
Initiative
Confidentiality and the ability to manage sensitive situations
Attention to detail and accuracy
Flexibility
Essential Attributes:
Calm character, able to prioritise and ensure smooth execution of tasks
Fluency in English – spoken and written
Strong attention to detail and accuracy
Maintain high levels of professionalism
Well organized with an understanding of priorities and changing demands
Have a professional and strong knowledge of all Microsoft Office programs
5+ years of related experience required in working in an executive assistant role supporting C-Level executives.
Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint)
Ability to communicate effectively and professionally
Flexible hours as dictated by the needs of business for projects and meetings
Emotional intelligence and tact is essential to ensure the business continues to drive forward and the culture remains positive
Desirable Attributes:
Additional language would be an advantage – preferably Arabic
Strong business acumen
Knowledge of and/or previous experience in the Education industry