Bilingual Office Manager

Job Purpose:

To provide high-level executive and administrative support to the General Manager while overseeing the efficient day-to-day operations of the Corporate Office. The Office Manager acts as a central coordination point between the Corporate Office and schools, supporting leadership operations, regulatory reporting requirements for ADEK, and ensuring effective administrative systems, communication, and workflow across the organization.

Key Responsibilities

Executive & Administrative Support

• Provide direct administrative and executive support to the General Manager.
• Manage calendars, appointments, meetings, and travel arrangements.
• Prepare agendas, presentations, reports, briefing papers, and official correspondence within specified timelines.
• Take minutes during meetings and distribute action points and follow-ups accordingly.
• Coordinate leadership meetings, school visits, and corporate events.
• Screen and prioritize incoming communications, ensuring urgent matters are escalated appropriately.
• Handle confidential and sensitive information with the highest level of discretion and professionalism.

Office Operations & Coordination

• Oversee the daily operations and administration of the Corporate Office to ensure a professional, efficient, and well-organized working environment.
• Act as the primary administrative coordination point between the Corporate Office and schools.
• Support communication, workflow coordination, and information sharing between school leadership teams and corporate departments.
• Manage office facilities, supplies, equipment, vendors, and administrative service providers for the Corporate Office.
• Coordinate meetings, leadership visits, and operational activities involving schools and corporate leadership.
• Support the preparation and coordination of reports, documentation, and submissions required from schools for corporate and regulatory purposes.
• Ensure administrative systems, filing structures, and operational processes are maintained effectively across the Corporate Office.
• Support corporate projects, school initiatives, inspections, and operational priorities as directed by leadership.
• Maintain confidentiality and professionalism in handling sensitive school and corporate information.

Reporting & Compliance Support

• Assist in the preparation, coordination, and submission of reports required by ADEK and relevant authorities.
• Maintain accurate records and documentation related to school operations, compliance, inspections, and governance requirements.
• Track deadlines for regulatory submissions, audits, approvals, and reporting obligations.
• Support the collection, consolidation, and verification of operational and educational data for leadership reporting purposes.
• Prepare summaries, dashboards, trackers, and presentations for executive review and board reporting.
• Ensure all documentation is maintained in accordance with regulatory and organizational policies.

Data Management & Record Keeping

• Maintain accurate electronic and manual filing systems with a high degree of confidentiality.
• Update databases, trackers, and records relating to staff, operations, and school administration.
• Analyse and evaluate data and produce reports, summaries, and information as required.
• Ensure proper document control and version management for official records and correspondence.
• Support record retention and archiving processes in line with company and regulatory requirements.

Communication & Stakeholder Liaison

• Draft, proofread, and format professional communications, reports, and presentations.
• Liaise with school leaders, internal departments, government entities, and external partners to support smooth workflow and communication.
• Translate official documents, emails, and communications when required.
• Support the coordination of leadership communications and announcements.
• Maintain professionalism and confidentiality in all interactions and communications.

Compliance & Additional Duties

• Ensure adherence to company policies, procedures, and health & safety regulations.
• Support inspections, audits, and accreditation processes as required.
• Assist with strategic projects, operational initiatives, and executive priorities.
• Provide administrative support for board meetings and leadership committees when required.
• Perform any additional administrative or executive support duties assigned by the General Manager or Executive Director of Schools.

Skills & Competencies

• Excellent organizational and time management skills.
• Strong report writing and document preparation abilities.
• High level of professionalism and confidentiality.
• Excellent verbal and written communication skills in English; Arabic is an advantage.
• Strong attention to detail and accuracy.
• Ability to multitask and work under pressure within tight deadlines.
• Advanced proficiency in Microsoft Office applications, particularly Word, Excel, PowerPoint, and Outlook.
• Strong interpersonal and stakeholder management skills.
• Ability to work independently and proactively in a fast-paced educational environment.

Qualifications

• Bachelor's degree in Business Administration, Management, Education Administration, or a related field.

Experience

• Minimum 3–5 years experience in office management, executive administration, or personal assistant roles.
• Previous experience within schools, educational institutions, or charter school environments is preferred.
• Familiarity with Abu Dhabi education sector requirements and regulatory reporting processes is an advantage.
• Strong organizational, communication, and interpersonal skills.