Administrative Assistant

The Administrative Assistant to the Dean / Vice Dean plays a vital role in supporting the leadership team at BMC s Dubai branch. This position provides comprehensive administrative communication and coordination support to ensure smooth and efficient operations of the Dean s and Vice Dean s offices. The Assistant acts as a key liaison between academic and administrative departments faculty students and external stakeholders maintaining alignment with UAE regulatory requirements (KHDA/MOE) and internal policies from KSA headquarters.

Key Responsibilities:

Executive Office Support

• Manage calendars appointments and travel arrangements for the Dean or Vice Dean.
  

• Organize internal and external meetings including preparation of agendas documentation and minutes.
  

• Prepare and format official correspondence reports and presentations in English and Arabic.
  

• Maintain the confidentiality of sensitive communications and institutional data.
  

Communication & Liaison

• Serve as the first point of contact for communications to the Dean s/Vice Dean s office.
  

• Coordinate between leadership and departments (academic admissions finance student affairs).
  

• Handle communication with KHDA MOE and external partners for regulatory or institutional matters.
  

• Track incoming and outgoing communications and ensure timely follow-up on key issues.
  

Administrative Coordination

• Support academic operations such as scheduling faculty onboarding and exam committee documentation.
  

• Assist with documentation required for accreditation audits inspections and institutional reporting.
  

• Support the planning of official events and activities (e.g. student honors board visits training days).
  

• Help compile and organize reports meeting summaries and action tracking logs.
  

Compliance & Records Management

• Ensure records are maintained in accordance with UAE educational regulations and institutional policy.
  

• Assist with document archiving both physical and digital following data protection standards.
  

• Maintain filing systems for internal policies memos approvals and external communications.
  

Requirements

Education:

• Bachelor s degree in Business Administration Office Management Education or a related field.
  

Experience:

• Minimum of 2 4 years in an administrative or executive assistant role (higher education preferred).
  

• Experience supporting leadership or academic executives is a plus.
  

• Familiarity with UAE education regulators (KHDA/MOE) is desirable.
  

Skills:

• Strong written and spoken communication in English and Arabic.
  

• Excellent time management and organizational skills.
  

• High proficiency in Microsoft Office (Word Excel PowerPoint Outlook).
  

• Professional discretion and ability to manage confidential information.
  

• Positive attitude flexibility and a team-oriented mindset.