Education Institution Hiring for Personal Assistant to the Director / Document Controller Job at Dubai Full Time

JOB DESCRIPTION

Summary of job

• Provide full administrative and secretarial support at a senior level to the Director to ensure the smooth management of his day to day affairs, and most effective use of his time.

• Handle sensitive and complex issues in a professional and objective manner. Take initiative as appropriate especially in the Director’s absence. Main responsibilities:

• Manage Director’s electronic diary, assessing priority of appointments and reallocation as necessary.

• Manage Director’s travel arrangements (including visas/accommodation).

• Process Director’s correspondence, ensuring that incoming correspondence is dealt with by the Director/or on behalf of the Director, or other staff as appropriate.

• Maintain Director’s office systems, including data management and filing.

• Maintain records of Director’s contacts.

• Screen calls, enquiries and requests, and deal with them when appropriate.

• Assist Director in researching and following up with action on matters which fall within the Director’s responsibility – chasing responses, triggering follow-up action.

• Produce documents, briefing papers, reports and presentations for the Director.

• Organize meetings and ensure that Director is well prepared for those meetings, preparing agendas, pre-meeting briefings and meeting papers.

• Manage arrangements for Trustees’ and Sub-Committee meetings, including production/distribution of agenda and papers.

• Assist/support Director, Development Manager & Communications Manager in arranging funding partner and other events.

• Meet and greet visitors at all levels of seniority.

• Supervise all Trust incoming/outgoing mail.

• Any other duties as may reasonably be required by the Director

Person specification

• Educated to degree level or equivalent.

• Experienced Personal Assistant at senior management level.

• Experience of electronic diary management.

• Experience of working in a Higher Education Environment.

• Exceptional interpersonal and communication skills, to enable professional interaction with a wide range of contacts, both internal and external to the University.

• Ability to organize and plan own work.

• Excellent attention to detail, with the ability to maintain a high level of accuracy.

• A flexible, pro-active approach to work including the ability to prioritize and re-prioritize.

• Ability to work on own initiative.

• Ability to deal with sensitive information with discretion and to maintain confidentiality.

• Excellent IT skills, including a working knowledge of presentation software packages, preferably Microsoft Office Word, Excel and PowerPoint.

Job Type: Full-time

Salary: AED3,000.00 – AED4,000.00 per month