Job description

We are hiring an outstanding Personal Assistant the Senior Vice Principals (SVP) to join at Gems International School. This is an exciting opportunity for an educator who is passionate and eager to contribute to the academic success of our students.

GEMS International School, Al Khail, opened in September, 2013, as a premium school offering the International Baccalaureate (IB) programme.

Personal Assistant to the Senior Vice Principals – Key Responsibilities

• Assist the Senior Vice Principal in organising and managing administrative workload, liaising daily on key priorities, events, and follow-up actions.
• Maintain complex diary management, including scheduling appointments and meetings, ensuring the Senior Vice Principal is adequately briefed and provided with all relevant documentation in advance.
• Prepare briefing papers, reports, and responses for meetings and correspondence, ensuring all necessary materials are available ahead of scheduled engagements.
• Arrange and coordinate weekly and ad hoc meetings, ensuring timely follow-up of actions and completion by relevant stakeholders within agreed deadlines.
• Serve as a liaison between the Senior Vice Principal and internal/external organisations, facilitating communication and maintaining professional relationships, including handling correspondence, applications, and forms.
• Attend weekly Senior Leadership Team meetings and other related meetings, preparing agendas, taking minutes, and distributing follow-up actions to the Senior Leadership Team.
• Draft, organise, and distribute official correspondence on behalf of the Senior Vice Principal to local authorities, parents, carers, and the wider community.
• Maintain and monitor the school complaints log, ensuring appropriate follow-up actions are assigned and completed in a timely manner.
• Liaise with other GEMS schools and the Corporate Office as required to ensure smooth communication and coordination.
• Maintain strict confidentiality regarding staff and student matters, and respond to parents and pupils with tact, sensitivity, and professionalism.
• Coordinate key events and VIP visits linked to the Senior Vice Principal’s office, including logistics, catering, scheduling, and guest management.
• Screen and prioritise incoming post, telephone calls, and emails, escalating matters to the Senior Vice Principal or Senior Leadership Team as appropriate.
• Organise travel and accommodation arrangements, including researching and preparing detailed itineraries when required.
• Make telephone calls on behalf of the Senior Vice Principal and follow up on resulting actions.
• Process purchase requisitions, reconcile receipts, and manage reimbursement claims as required.
• Oversee the daily functioning of the Senior Vice Principal’s office, including workload allocation and administrative support.
• Manage priorities independently using initiative and strong knowledge of school operations, with minimal supervision.
• Lead or support ad hoc projects assigned by the Senior Vice Principal.
• Supervise the office administrator supporting the Senior Vice Principal, ensuring effective and high-quality administrative delivery.
• Ensure compliance with safeguarding procedures across all duties.
• Undertake any additional duties as reasonably requested by the Senior Vice Principal or delegated representative.

Preferred candidate

Years of experience

2+ years

Degree

787