Executive Secretary

Roles and responsibilities

• Maintain high quality communication from and within the Principal’s office. Liaise with tact and diplomacy with school staff, parents and representative of the GEMS Corporate Office.
• Liaise with all school secretaries regarding students, parents, faculty and staff.
• Support the finance division by following and chasing overdue tuition fees payment.
• Daily update of staff attendances on Phoenix system.
• Manage Principal’s appointment calendar as well as all his/her professional communication and public relations needs.
• Assist in the organizing of school events and facilitates the use of effective strategies for ascertaining and gaining publicity for all noteworthy events in order to promote the school positively.
• Initiate effort and energy beyond the typical work day, where certain tasks require additional commitment and willingness to step in on issues and matters that require closure.
• Coordinate personnel needs regarding contract writing, attendance and reporting, employee files, annual reports, annual budgets preparation reports and other school reports as needed.
• Provide high quality reception and hospitality for the Principal’s visitors and those seeking to communicate with Principal.
• Embrace and encourage the ethos and standards of excellence as defined in the GEMS Core Values.
• Ensure the GEMS policies, procedures, and codes of conduct are followed at all times.
• Attends staff meetings and serve on committees as required.
• Performs other duties as requested by direct & dotted reporting line managers / supervisors.
  

Skills

• Arabic (writing and speaking) language is mandatory
• Excellent organizational and office management skills; ability to multi-task and delegate assignments in a timely manner.
• Effective interpersonal skills to aid in the daily contact with a diverse multi-cultural population
• Demonstrate competence in computer technical skills using Word, Excel, Publisher, PowerPoint and other related programs/software for educational and business office use
• Three (3) years’ experience as Secretary in an office or school environment.

Desired candidate profile

1. Organizational Skills: Strong ability to manage multiple tasks, prioritize effectively, and maintain order in a fast-paced environment.

2. Communication Skills: Excellent verbal and written communication abilities to interact with executives, clients, and colleagues professionally.

3. Discretion and Confidentiality: Ability to handle sensitive information with discretion and maintain confidentiality at all times.

4. Technical Proficiency: Proficiency in office software (e.g., Microsoft Office Suite) and familiarity with various digital communication tools and platforms.

5. Time Management: Skills in managing schedules, arranging meetings, and ensuring that deadlines are met efficiently.

6. Attention to Detail: High level of accuracy in preparing documents, managing calendars, and conducting research.

7. Problem-Solving Skills: Ability to anticipate needs, address issues proactively, and provide solutions in a timely manner.

8. Interpersonal Skills: Strong relationship-building abilities to interact effectively with diverse stakeholders and foster a collaborative work environment.

9. Event Planning: Experience in organizing meetings, conferences, and other events, including logistics and coordination.

10. Adaptability: Flexibility to handle changing priorities and adapt to new challenges in a dynamic work environment.

These skills help Executive Secretaries effectively support executives and contribute to the smooth functioning of the organization.