Executive Assistant (Dubai)

The Executive and Corporate Office represent the Senior leadership of the University of Birmingham Dubai and support the delivery of central corporate services as well as administering an outstanding student-centred customer service. All members of the office work to execute the mission set out by the University's Executive Board and Council and are required to work closely with colleagues from the Edgbaston campus to ensure that governance, policy and processes are effective and meet the needs of the wider university.

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. Reporting to the Executive Office Manager, the Executive Assistant will provide tailored administrative and operational support which will include providing an exceptional customer service, front desk operations, event coordination, procuring goods, and providing executive assistance.

The Executive 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.

Front Desk Operations:
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. Acting as a first point of contact when dealing with correspondence calls. Managing initial requests in-person or over the phone dealing with general queries and delegating more technical queries to the appropriate teams. Supporting interested applicants which may include campus tours. Delivering outstanding customer service and support with bookings for bespoke commercial and corporate events in accordance with the clients' vision, budget, and requirements. Collating feedback to ensure a continuous improvement of service and delivery.

Campus Operations:
Supporting the delivery and implementation of operational processes and systems to support the smooth running of the campus. 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. Maintaining high profile working relationships with key stakeholders, fielding enquiries and ensuring that appropriate information is disseminated to stakeholders as appropriate. Organisation of events including booking a venue, sending invitations, arranging refreshments, liaising with speakers, managing bookings, co-ordination of colleagues, advertising, collating feedback and reporting back. Collating, analysing and interpreting data, including identifying and resolving issues with the data and building reports. Managing some smaller projects on own initiative and carrying out desk research and sourcing data from internal and external sources in order to contribute to wider projects. Responsibilities may include monitoring budgets including processing payments, raising concerns where finances are not in line with the budget; procuring goods and services through the University system; updating and writing contents for the department's communications; dealing with health and safety and facilities issues; monitoring internal procedures/compliance and ensuring these are followed and disseminated as appropriate.

Event Coordination:
Organisation of events which may include conferences, workshops and/or senior visits including booking a venue, sending invitations, arranging refreshments, liaising with speakers or visitors, managing bookings, co-ordination of colleagues, advertising, collating feedback and reporting back. Supporting external stakeholders with venue hire and ensuring a strong customer service throughout.

Executive Support:
Undertaking complex diary management and meeting planning, usually 6-12 months ahead, making decisions on the best use of time. Proactive inbox management, with confidence to make decisions on behalf of others where appropriate. 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. Attending meetings to provide high-quality committee support, taking minutes and following up as appropriate. Arranging complex international travel requirements, including booking cars, flights, hotels, transfers, and organisation and planning of itineraries. Collating, analysing and interpreting data linked to budgets, events, or people operations. Managing some smaller projects on own initiative and carrying out desk research. Supporting the management, development and implementation of operational processes and systems.

Governance:
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. Attending meetings to provide high-quality committee support, taking minutes and following up as appropriate.

People and Culture:
Accurately maintaining confidential and sensitive electronic and paper-based records and information to support the staff within the designated area of responsibility. Coordinating recruitment processes in the Executive Office to support hiring managers in all stages of recruitment, ensuring that campus complies with legal requirements. Preparing and supporting the induction of new joiners. Maintaining an up-to-date list of staff. Supporting the coordination of annual reviews. Supporting onboarding, Wellbeing and HR Administration. Responding to the needs of the campus as and when required as directed by the Executive Office Manager.

Required Knowledge, Skills, Qualifications, Experience:
Educated to degree level or has 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. Experience in Higher Education would be advantageous. Experience in working with Senior Executives, Senior Management and C-Suite. Experience in coordinating large events with an ability to use resources effectively. Proven ability to lead and be proactive; experience in supervision is advantageous. Excellent interpersonal skills with the ability to inspire confidence and command authority with a range of colleagues, including senior executives. Ability to work effectively in a large, complex organisation, and to develop a good understanding of how the University and higher education institutions work. Ability to understand policy and procedures and how to apply these. Proven ability to plan ahead and anticipate requirements, proactively planning own (and sometimes others') workloads to manage time effectively, progress tasks concurrently and work to deadlines. Excellent communication skills, including the ability to write for different audiences, and to required deadlines. Understands the importance of equality, diversity and inclusion in the workplace. Where possible, undertake and maintain suitable training/certification to be able to act as First Aider and Fire Warden.

In return, you will receive a competitive package and play a key role in our ambitious University's expansion as we enhance our international reputation and global footprint.