Executive Assistant (Dubai)

Background

This post represents an excellent opportunity to join an ambitious Top 100 world leading University as we continue to grow our long-term strategic mission in Dubai, the UAE and the wider region. Our campus reflects the very best of the University of Birmingham through our presence in Dubai. 

Professional Services Ethos

In order to contribute to the success of the team and the University’s vision for the Dubai Campus the Professional Services team will be seeking to continue to recruit and develop colleagues who display: 

• A high level of intellectual aptitude; 
• Strong agility and a portfolio of skills that can adapt to meet changing circumstances; 
• An innovative and creative mindset; and 
• Both an enterprising and entrepreneurial nature to support our growth and pursuit of excellence. 

Role Summary

This is a dynamic and demanding role and will involve considerable flexibility and the ability to prioritise and deliver tasks with a high level of accuracy and precision to support Senior Leadership and our wider campus community. 

The Administrative Assistant will also act as the first point of contact for day-to-day queries; liaising with Professional Services and Academic Staff both internally and more widely across the University, as well as external collaborators, students and visitors will be a key aspect of this role. 

Main Duties

• Handling a busy front desk at the main campus reception to support the smooth running of customer interaction points within the campus supporting Business Development and Engagement and the Executive Office. 
• Welcoming esteemed guests and visitors to the Executive Office. 
• Answering and referring technical queries to the appropriate department when unable to provide guidance based on the information on the official website.
• Dealing with a wide range of more complex enquiries and correspondence independently, or exercising judgement to redirect them to senior colleagues or other departments within the campus. 
• Proactive preparation and collation of meeting-related papers, working collaboratively to determine what information might be required in advance of a meeting, articulating clear deadlines for submission and proactively chasing where necessary. This may include attending meetings to provide high-quality committee support, taking minutes and following up as appropriate. 
• Accurately maintain confidential and sensitive electronic and paper-based records and information to support the staff within the designated area of responsibility. 
• Coordinate recruitment processes in the Executive Office to support hiring managers in all stages of recruitment, ensuring that campus complies with legal requirements. 

Required Knowledge, Skills, Qualifications, Experience

• Educated to degree level or has a significant practical work experience evidencing the skills and ability to undertake the role. 
• Ability to identify and implement improvements to services and monitor performance output. 
• Experience of handling a busy front desk and reception with excellent customer service skills. 
• Highly proficient IT skills, in particular the ability to handle complex electronic diaries and emails, the wider MS Office suite of programmes including excel and PowerPoint. 

To download the full job description and details of this position and submit an electronic application online please click on the 'Apply' button above.

Valuing excellence, sustaining investment
We value diversity and inclusion at the University of Birmingham and welcome applications from all sections of the community and are open to discussions around all forms of flexible working.

Closes: 4th February 2025

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