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Project Coordinator

1 week ago

Dubai, Dubai, United Arab Emirates Whichschooladvisor Full time
Job Description:

The Project Coordinator and Executive Assistant's role is to provide comprehensive support to the Director of Education by overseeing project management activities along with facilitating day-to-day operational tasks. This hybrid role involves tracking and managing the progress of key projects, ensuring timely completion of tasks, and assisting with administrative duties to streamline the Director of Education's workflow.

The Project Coordinator & EA will act as a key liaison between the Director of Education and stakeholders across the organisation, facilitating collaboration across departments, and responding appropriately to any escalation of issues. This position requires exceptional organisational skills, attention to detail, and the ability to multitask and prioritise tasks efficiently.

Key Responsibilities:

  • Organising and maintaining the Director of Education's diary, managing e-mail, school communications, taking notes at meetings and distributing minutes, organising school events, and a range of further administrative responsibilities as required.
  • Managing the Director of Education's calendar, including scheduling and coordinating meetings and schools' visits with the school's leadership team.
  • Assisting the Director of Education in the planning, prioritisation, and timeline setting for projects.
  • Maintaining detailed project documentation, including status updates, timelines, meeting notes, and action items.
  • Tracking and managing tasks with stakeholders to ensure timely completion.
  • Providing administrative support and assisting in coordination of key initiatives and cross-functional projects.
  • Supporting the Director of Education in day-to-day operational activities and workload management.
  • Continuous process improvement to streamline and standardise workflows.
  • Identifying, preparing, and compiling necessary materials to ensure the Director of Education has the appropriate information for meetings, reports, presentations, and special projects.
  • Planning and coordinating meetings, receptions, luncheons, workshops, travel/accommodation, etc. for completing activities and/or delivering services in accordance with the Director of Education's job description.
  • Devising and maintaining office systems, including data management and filing.
  • Screening telephone calls, enquiries, and requests, and handling them when appropriate.
  • Ensuring necessary records and trackers are maintained that can readily provide current, accurate, and accessible information.
  • Providing senior-level administrative support to the Director of Education through the facilitation of communication on their behalf (follow-up with letters, memos, reports, e-mail, and telephone calls).
  • Owning and improving existing processes to streamline & standardise workflows that support the School Leadership team and various departments at the Head Office.
  • Supporting the Director of Education with various ad-hoc projects and other administrative duties as needed.