Trilingual Executive Assistant – Abu Dhabi

Our client is an established global higher education institution with decades of experience in providing the best education in state-of-the-art campuses located all over the world. They are seeking to hire a Trilingual Executive Assistant (English, Arabic & French) to support their Vice Chancellor

Client Details

Our client is an established global higher education institution with decades of experience in providing the best education in state-of-the-art campuses located all over the world. They are seeking to hire a Trilingual Executive Assistant (English, French, and Arabic) to support their Vice Chancellor in Abu Dhabi.

Description

Administrative and Secretarial Assistance:
Outline all essential internal memos, correspondence, and meeting minutes as instructed by the Vice Chancellor to make sure that every matter is dealt with appropriately and effectively.Outline all essential external correspondence and be the focal point of communication for external entities to contact the Vice Chancellor with extremely professional etiquette.Help the Vice Chancellor to draft reports and presentations by typing, creating, and editing as required, making sure documents are refined to the optimum level and within the allocated timeframe.Synchronize the receipt and combination of required data from internal divisions/departments and external entities for the purpose of assisting the Vice Chancellor in the creation of regular activity and progress reports.Coordinate the flow of information throughout the University/division/department to make sure that the staff knows of relevant developments.Help the Vice Chancellor in fulfilling clerical work including expense claims, in order to decrease their workload.

Journal Management
Prepare the journal of the Vice Chancellor through the scheduling of internal and external meetings to ensure efficient time usage and avoid conflicting events.Synchronize travel itineraries, which include transport, accommodation and visa preparations to make sure trips run without issues.

Record and Filing Management
Design, organize and implement the suitable filing and record management systems to make sure that the data is up-to-date and accessible without difficulty.

External Entities
Act as the initial point of communication for visitors to the Vice Chancellor, making sure that guests are welcomed and their wants are met while visiting the University.Filter incoming telephone calls and mail to the Vice Chancellor to ensure efficient communication with employees and external bodies, and preventing irrelevant calls from going through.Work with external entities to co-ordinate schedules, obtain resources and/or data etc., to assist the Vice Chancellor in fulfilling their work.

Translation Assistance
Assign or personally give basic translations of incoming / outgoing correspondence into English/French/Arabic and vice versa.

Meeting Arrangement
Schedule all departmental/management/divisional internal and external appointments, including catering, room bookings, and audio-visual equipment to ensure meeting requirements are fulfilled.Draft meeting agendas, call attendees, issue essential documents, take and delegate meeting minutes, ensure information is conveyed appropriately, and follow up on action plans where necessary.

Procedures and Policies
Follow all division processes, policies, standard operating instructions, and procedures so that work is carried out in an under control and continuous discipline.

Related assignments
Complete other related responsibilities or tasks as informed by the Line Manager.

Profile

The successful candidate for his role:
5 – 7 years of support experience wo