Executive Office Assistant (Dubai)

Hours: Full Time

Contract Type: Fixed Term Contract

Background

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 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. 

Main Duties

Executive Office 

• Undertake 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. 
• Dealing with a wide range of more complex enquiries and correspondence independently. 
• Arranging complex overseas and UK travel, including booking cars, flights, hotels, transfers, and organisation and planning of itineraries, ensuring best use of time and taking into account budgetary constraints. 
• Collate, analyse and interpret data. This may include identifying and resolving issues with the data. 
• Will manage some smaller projects on own initiative but will also carry out desk research and source data from internal and external sources in order to contribute to wider projects. 
• Support 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. This may include attending meetings to provide high-quality committee support, taking minutes and following up as appropriate. 

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. 

Event Management and Business Development and Engagement 

• Organisation of Corporate or VIP events which includes conferences, workshops and or visits including booking a venue, sending invitations, arranging refreshments, liaising with speakers or visitors, manage bookings, co-ordination of colleagues, advertising, collating feedback and reporting back. 

Person Specification

• Experience of handling a busy front desk and reception with excellent customer service skills. 
• Experience in working with Senior Executives, Senior Management and C-Suite. 
• Diary and inbox management and complex international travel.  
• 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. 
• Educated to degree level or has a significant practical work experience evidencing the skills and ability to undertake the role. 

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

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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

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