President’s Office Manager – UAE National only

Job Description

Executive Office Management

• Manage the daily operations of the President’s Office to ensure efficiency and professionalism.
• Coordinate and maintain the President’s calendar, appointments, meetings, and official engagements.
• Prioritise requests and correspondence, ensuring timely follow-up and appropriate action.
• Organise domestic and international travel arrangements, including itineraries, accommodation, visas, and logistics.
• Monitor deadlines and ensure timely completion of assigned executive tasks.

Administrative Support

• Prepare, review, and format reports, presentations, briefing papers, speeches, correspondence, and official documents.
• Maintain accurate records, filing systems, and confidential documentation.
• Draft routine correspondence and ensure professional communication on behalf of the President.
• Coordinate procurement and office resource requirements.

Stakeholder Coordination

• Serve as the primary liaison between the President’s Office and university leadership, faculty, staff, students, government agencies, accreditation bodies, industry partners, and external organisations.
• Coordinate meetings with internal and external stakeholders.
• Facilitate communication and follow-up on executive decisions and action items.

Meeting and Event Management

• Plan, coordinate, and administer executive meetings, committee meetings, and strategic planning sessions.
• Prepare meeting agendas, supporting documents, minutes, and action trackers.
• Coordinate presidential events, ceremonies, official visits, and university functions.
• Ensure effective logistical support for high-profile meetings and events.

Governance Support

• Support governance activities involving the President, Board of Trustees, University Council, and executive committees.
• Maintain governance records and monitor implementation of decisions and resolutions.
• Ensure documentation complies with institutional policies and governance requirements.

Strategic and Project Support

• Assist in monitoring strategic initiatives and institutional priorities assigned by the President.
• Coordinate cross-functional projects involving multiple university departments.
• Track project milestones and prepare progress reports.
• Support institutional planning and executive decision-making through research and data collection.

Confidentiality and Compliance

• Handle sensitive and confidential information with the highest level of discretion.
• Ensure compliance with university policies, legal requirements, and administrative procedures.
• Maintain secure management of executive records and official documentation.

Office Administration

• Supervise administrative processes within the President’s Office.
• Coordinate office budgets, purchasing, and expense reporting.
• Recommend improvements to administrative systems and operational efficiency.
• Support onboarding and coordination of administrative staff within the office, where applicable.

Qualifications

Eligibility

• UAE National only

Education

• Bachelor’s degree in Business Administration, Public Administration, Higher Education Administration, Management, or a related field.
• Master’s degree is preferred.

Experience

• Minimum of 5–8 years as an Office Manager
• Experience supporting senior executives, preferably within higher education or a comparable complex organisation.
• Experience coordinating executive meetings, governance activities, and strategic initiatives.

Knowledge and Skills

• Excellent organisational and time-management skills.
• Strong written and verbal communication abilities (Arabic and English).
• Exceptional attention to detail and accuracy.
• High level of professionalism, integrity, and discretion.
• Strong interpersonal and stakeholder management skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Excellent problem-solving and decision-making capabilities.
• Advanced proficiency in Microsoft Office Suite and digital collaboration platforms.
• Knowledge of university governance structures and higher education administration is an advantage.

Core Competencies

• Executive Support
• Office Management
• Strategic Coordination
• Confidentiality and Ethics
• Stakeholder Relationship Management
• Communication Excellence
• Planning and Organisation
• Project Coordination
• Governance Administration
• Adaptability
• Continuous Improvement

Key Performance Indicators (KPIs)

• Timely and effective management of the President’s schedule and priorities.
• Accuracy and quality of executive correspondence and documentation.
• Timely coordination of executive meetings and follow-up actions.
• Stakeholder satisfaction with responsiveness and professionalism.
• Successful coordination of presidential events and official engagements.
• Compliance with governance and administrative requirements.
• Timely completion of strategic assignments and executive projects.
• Effective management of confidential information with zero compliance breaches.