Executive Assistant

Job description / Role

Doha College is one of the oldest British curriculum schools in Qatar providing a world class education for 1914 students between the ages of 3 and 18, who represent over 72 nationalities. Established in 1980, the college was originally opened to meet the demand for a British-style education, and continues to operate under the sponsorship of the British Embassy on a not-for-profit basis.

Are you a qualified administrative professional looking for a challenging new opportunity? Then this is the right opportunity for you.

We are seeking professionals to provide high level administrative support to members of the Leadership Group within the Primary School based in West Bay. This support includes providing excellent diary management, arranging travel, supporting the LG with all administrative tasks, preparing detailed briefing notes etc.

Primary Responsibilities Include:
- Manage the diary of each Primary LG member to ensure that time is well-ordered and prioritised.
- Plan and manage the overall working day to ensure an appropriate balance of meetings and breaks.
- Identify immediate daily priorities ensuring that the LG has the relevant papers for all of their meetings and are properly briefed.
- Liaise where appropriate with students, parents, external individuals or organisations.
- Liaise with senior executive assistant and executive assistant peers, including the Secretary to the Board of Governors, with regards to co-ordination of workload which spans across the entire Leadership Group.
- To act as the first point of contact for all internal and external enquiries by telephone and in person.
- To produce letters, papers and other documents to the highest presentational standard
- Proof-read documents, word process letters, reports, memos, proposals, minutes and draft correspondence where possible on the team’s behalf, including those of a confidential or sensiti
- Provide administrative support required for meetings; prepare agendas, take minutes, circulate an action list de-brief attendees following meetings, identifying follow-up actions and who is to carry them out; follow up on progress.
- Maintain filing systems for all confidential files, committee papers and records to enable easy access and retrieval of documents.
- Maintain confidential files and handle sensitive material with complete integrity and security.

Professional Development:
- Coordinate with the executive assistant to organise all primary PD meetings.
- Assist with collation of annual Performance Development Review Forms for all primary staff (including the Leadership Group). Including lesson observation.
- Maintenance and tracking of lesson observation records for all primary teaching staff.
- To co-ordinate the annual staff appraisal meetings for the direct reports of the Leadership Group in Primary and prepare appraisal paperwork, including circulating action plans for matters arising.
- Liaise with the senior executive assistant/ executive assistant with travel and hotel arrangements for Primary LG member when travelling for CPD, recruitment or on other college related business.
- Liaise with the SEA or EA and refer enquiries to the appropriate senior members of the Leadership Group who might assist in responding i.e. Senior Vice Principal, Deputy Principals, and Heads of Departments.
- If necessary, assist with communicating of Cover duties to members of the teaching staff.
- Assist with preparation and collation of documentation for (Primary ) School Accreditations/Inspections (CIS, QNSA, BSO and BSME)
- Act in accordance at all times with the Doha College Health, Safety and Environmental (HSSE) Policy.
- Occasionally attend events and visits to assist with registering guests, meeting and greeting.
- To carry out any other duties as are within the scope, spirit and purpose of the job, as requested by the line manager or Head of Department

Only candidates with a family sponsorship currently residing in Qatar will be considered.

Closing date: 20 February 2017

Requirements

- 5 GCSE’s including English.
- NVQ Level 3 in Business Administration or equivalent.
- Training in relevant office software.
- Minimum 3 years working in similar senior support role with demonstrable progression of authority and responsibility.
- Previous experience in the education field.
- Ability to cope with periods of pressure and commit to and meet deadlines. The confidential nature of the information handled demands total integrity.
- In-depth knowledge and practical skills in document and records management and administration of all schedules.
- High level of PC literacy in document and information software.
- Fluent written and verbal communication skills in English, native speaker preferred.
- Excellent interpersonal skills with an ability to communicate with a wide range of people within and outside the college.
- Ability to establish and maintain first class working relationships with senior members of staff both internally and externally to ensure smooth and efficient running of the Executive office.
- Some influencing and negotiation skills.

About the Company

Doha College is a high profile leading British International School, for children aged 3-18, offering a well-balanced, all-embracing curriculum that follows the UK National Curriculum. We are also the first High Performance Learning accredited school in the world. Doha College has opened a brand-new pioneering, 90,000m² state-of-the-art campus, in September 2020, which is an exceptionally exciting time for the school, as the year also marks its 40th anniversary.