Executive Assistant

Executive Assistant, Taaleem, Dubai

Full Job Description

Due to internal promotion, Taaleem has an opening for an Executive Assistant to the CEO & the Director of Education. This role is based at Taaleem Central Office in Dubai and to start in November 2024.Taaleem is the United Arab Emirates second-largest school provider for early years, primary and secondary schools, founded in 2004.

Taaleem, which means ‘education’ in Arabic, is committed to inspiring students and helping them to identify and develop their passions and talents.As Executive Assistant, the successful applicant will support the CEO and Director of Education, providing strategic and confidential administrative support.

The Role: Executive Assistant to CEO & Director of Education

• 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 meets their deadlines, ensuring they can achieve the deadline they have committed to.
• Manage, coordinate and maintain the calendar of the CEO and Director of Education including appointments, meetings and travel; ensure all requirements are met, e.g. meeting venue, equipment, and presentations, and prepare agendas.
• We ensure that the executive team is fully prepared for all internal and external meetings.
• Ability to function well in a high-paced environment and with a solid judgement for triaging several tasks at any given time, prioritizing 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 ensure they are distributed to the correct department.
• Can you anticipate what comes next, what resources will be required for that project and which stakeholders to engage?
• She was 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 sound 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.
• Complete ad-hoc projects as assigned – such as personal events and 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 organizing 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 the 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.

Person Specification:

• Education: University degree or diploma relating to the field, preferred but not essential
• Experience: Minimum five years experience as an 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 prioritize 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 prioritize 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 robust 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 are 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 previous experience in the Education industry

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