SLT Personal Assistant Jobs in Abu Dhabi, UAE

Responsibilities

General Responsibilities:

Answering telephone calls and managing telephone messages.
Maintaining both paper and digital filing systems.
Welcoming visitors and managing the sign-in process.
Providing or arranging refreshments for visitors.
Maintaining strong communication and relationships with administrative staff and the Staff Room.
Fostering positive relationships between the SLT, Staff Room, parents, and prospective parents.

Specific Responsibilities:

Diary Management:

Scheduling appointments for current parents, pupils, or staff to meet with SLT members.
Coordinating appointments for SLT members visiting other schools.
Monitoring the progress of staff appraisals and ensuring all required documents are prepared before meetings.
Organising travel arrangements for SLT members.
Liaising with staff to ensure optimal use of SLT members’ time.

Correspondence Management:

Responding to invitations and course requests on behalf of the SLT.
Sending invitations to Trustees and VIPs for school events.
Monitoring incoming post and screening emails.
Distributing information from the SLT to staff, including photocopying, distributing minutes, and other correspondence.
Supporting the Principal’s PA and deputizing when required.
Preparing and sending materials for Trustees via the Bursar or their secretary.
Drafting, editing, and finalising emails or letters on behalf of the SLT.

General Administrative Duties:

Managing and maintaining custody of all pupil records (past and present).
Updating and distributing ‘Future Dates’ information.
Compiling and updating staff holiday contact details each term.
Preparing and typing correspondence.
Ensuring the Management Information System is kept up-to-date.
Assisting with the organisation and support of major school events.
Providing hospitality and care for school visitors and VIPs.
Staying informed about significant events in colleagues’ lives (e.g., births, anniversaries, illnesses) and briefing the SLT accordingly.
Preparing and circulating minutes for weekly staff meetings and other meetings as needed.
Monitoring and managing budgets associated with SLT members.
Liaising with external CPD providers and assisting in organising courses and events.

Admissions/Marketing Support:

General Expectations:

Acting as the first point of contact for the SLT, demonstrating discretion and tact to ensure visitors and callers are dealt with professionally.
Creating an efficient and welcoming environment at all times.
Maintaining absolute confidentiality and discretion in all matters.
Flexibility to work early mornings & late evenings.
Undertaking any additional reasonable duties requested by the Headmaster to support the school.

Minimum Qualifications:

Minimum Experience:

At least two years of experience in a PA, administrative, or secretarial role.
Prior experience in a school or educational setting is advantageous but not essential.

Job Specific Knowledge & Skills:

Diary and Schedule Management: Proven ability to manage complex schedules, coordinate appointments, and ensure efficient use of time.
Strong Communication Skills: Excellent verbal and written English communication skills to interact effectively with staff, parents, and external stakeholders.
Organizational Skills: Strong ability to manage filing systems, maintain accurate records, and organize resources efficiently.
Professionalism: High level of discretion, confidentiality, and reliability, with strong attention to detail.
Interpersonal Skills: Positive and approachable demeanor, with the ability to build strong relationships with staff, parents, and visitors.
Event Coordination: Experience in supporting the organization of meetings, events, and hospitality for visitors.
IT Proficiency: Competence in using MS Office Suite, Management Information Systems (MIS), and other relevant software tools.
Adaptability and Flexibility: Ability to manage a dynamic workload and prioritize tasks in a fast-paced environment.
Team Collaboration: Willingness to work closely with staff and support various teams within the school.
Problem-Solving: Resourceful and proactive in managing tasks and resolving issues independently.
Attention to Detail: Ensuring accuracy in all correspondence, record-keeping, and administrative processes.