Executive Secretary

Responsible for: No direct reports. Coordinates closely with the front office team (Receptionist and School Office Administrator) on matters for the Principal's office.

Key

relationships: Principal; Chair and members of the Governing Board; School Owner's office; Vice Principal and Senior Leadership Team; Director of Operations, HR Coordinator and PRO / Government Relations Officer; Head of Admissions & Marketing and front office team; parent and teacher representatives; ADEK and other government entities.

Location:

Gordonstoun Jubail Island, Abu Dhabi

About Gordonstoun Jubail Island

Gordonstoun has been leading the way in character education for more than 90 years. At Gordonstoun Jubail Island (GJI), academic excellence is combined with outdoor education and adventure, service to others and character development. The School is committed to creating a safe, inclusive and ambitious environment in which every student can flourish. GJI also embraces the spirit of Al Sanaa - authentic Emirati customs, traditions, respect and hospitality - and expects all staff to model the School values of Compassion, Courage, Integrity, Service and Respect. Staff are expected to contribute actively to the wider life of the School and its community.

Our four pillars: Academic excellence; Outdoor education and adventure; Service to others; Character development.

Purpose of the Role

The Executive Secretary provides confidential, high-level executive and administrative support to the Principal and is the professional face of the Principal's office. The role manages the Principal's diary, correspondence and priorities, supports the Senior Leadership Team, and acts as Clerk to the Governing Board and its committees, making sure GJI's governance arrangements meet ADEK requirements.

During the pre-opening phase, the postholder will help set up the Principal's office and the School's governance systems, including the Board and committee calendar, templates and records. Reception, student records, HR, government relations and marketing are led by other posts; the Executive Secretary works closely with them so that matters reaching the Principal are handled quickly, accurately and with discretion.

Key Responsibilities

Principal's Office

• Manage the Principal's diary, appointments, travel and priorities, protecting time for strategic work and making sure the Principal is fully briefed for every meeting.
• Act as first point of contact for the Principal's office, handling calls, emails and correspondence with tact, prioritising matters and directing queries to the right colleague.
• Draft, proofread and translate high-quality correspondence, reports, presentations and briefing papers in English and Arabic on behalf of the Principal.
• Provide professional hospitality for the Principal's visitors, including Board members, government officials, partners and VIP guests, in the spirit of Al Sanaa.
• Track deadlines, actions and follow-ups for the Principal so that commitments are delivered on time.

Clerk to the Governing Board and Committees

• Act as Clerk to the Governing Board and its committees, including the ADEK-mandatory committees (School Complaints, School Development, Behavioural Management, Appeals, Health & Safety, National Identity and Wellbeing) and the discretionary committees (HR & Remuneration; Finance, Audit & Procurement; Buildings & Facilities).
• Plan the annual meeting calendar, prepare and circulate agendas and papers in good time, take accurate minutes, and maintain and follow up action logs.
• Maintain governance records in line with the ADEK School Governance Policy, including membership, terms of office, terms of reference, attendance and quorum, declarations of interest and members' good-conduct certificates.
• Support the nomination and election of parent and teacher representatives and the induction of new Board and committee members.
• Make sure governance records are complete, secure and ready for ADEK review at all times.

Senior Leadership Team Support

• Coordinate Senior Leadership Team meetings, including agendas, papers, minutes and action tracking.
• Maintain the calendar of key leadership events, deadlines and reporting dates, working with the Vice Principal and other leaders.
• Collate reports and information from the Senior Leadership Team for the Principal's reports to the Governing Board, the School Owner and ADEK.

Communication and Stakeholder Liaison

• Liaise professionally with the School Owner's office, Board members, ADEK and other government entities on matters for the Principal, working with the PRO / Government Relations Officer on regulatory transactions.
• Coordinate the Principal's communications to staff and parents with the Marketing & Communications Officer, making sure they are accurate, consistent and timely.
• Arrange parent meetings with the Principal and support the Principal's work with parent representatives and the Parent Council.
• Log and track complaints and appeals that reach the Principal's office, making sure they are handled within the timeframes in the School's policies.

Events and Protocol

• Organise Principal-led events, such as official visits, Board events, opening and founding ceremonies and national occasions, working with Admissions & Marketing and Facilities.
• Apply UAE protocol and etiquette for official, government and VIP visits.

Records, Confidentiality and Office Management

• Maintain a well-organised, secure filing system (electronic and paper) for the Principal's office and governance, in line with the School's data-protection and records-retention requirements.
• Handle sensitive information about staff, students, governance and safeguarding with complete discretion, sharing it only on a need-to-know basis.
• Manage the Principal's office supplies, purchase requests and expense claims through the School's procurement and finance processes.
• Work with the front office team so visitors to the Principal's office are welcomed consistently, and give guidance or cover when needed.

Person Specification

Minimum requirements

Candidates must meet all of the following:

• Qualification: QFE 7 Bachelor's Degree in any subject. Business administration, management, communications or a related subject preferred.
• Experience: Minimum 5 years of experience supporting a senior executive (e.g. CEO, Principal, Director or equivalent). School or education experience strongly preferred; Board or governance support an advantage.
• Languages: Fluent written and spoken Arabic and English. Must be able to draft, translate and proofread formal correspondence in both languages.
• Confidentiality: The postholder will handle confidential Board, staff, student and safeguarding information and must show strict discretion and sound data-protection practice.
• UAE Nationals: UAE National candidates are encouraged to apply and follow the same selection process.

Essential

• Experience: At least 5 years supporting a senior executive, including taking minutes for senior meetings.
• Governance and minute-taking: Able to produce accurate, concise minutes, prepare agendas and papers, and track actions to completion.
• Languages: Fluent written and spoken Arabic and English, with excellent drafting and translation skills.
• IT and organisation: Advanced Microsoft Office or Google Workspace skills; strong diary, document and records management.
• Communication and protocol: Polished, tactful and diplomatic with all stakeholders; understanding of UAE protocol and etiquette.
• Confidentiality and safeguarding: Absolute discretion; understanding of data protection and the safe handling of safeguarding information.
• Personal attributes: Proactive, highly organised and calm under pressure, with high integrity and flexibility to support early or late events.

Desirable

• Qualifications: Recognised executive assistant or PA certification.
• Experience: Experience in a UAE school or education setting; Board or committee secretariat experience; start-up or pre-opening experience.
• Governance and minute-taking: Knowledge of the ADEK School Governance Policy and other ADEK policies.
• Languages: Additional languages.
• IT and organisation: Experience with a school management information system (e.g. eSIS).
• Communication and protocol: Experience supporting government or VIP visits.
• Confidentiality and safeguarding: Safeguarding training.
• Personal attributes: Experience in a founding-school environment.

Gordonstoun Expectations

• Model and contribute positively to the ethos of Gordonstoun Jubail Island and the values of Compassion, Courage, Integrity, Service and Respect, including at least one weekly service or character activity alongside students.
• Comply with all School policies and procedures, particularly Safeguarding, Child Protection, Health and Safety, confidentiality and professional conduct requirements.
• Build respectful relationships with students, families, colleagues and external stakeholders and contribute positively to the reputation and founding culture of GJI.
• Demonstrate flexibility during the School's pre-opening and growth phases and support reasonable priorities that contribute to safe and effective school operation.

Safeguarding and Safer Recruitment

Gordonstoun Jubail Island is committed to safeguarding and promoting the welfare of children. Appointment is subject to satisfactory safer-recruitment checks, verification of qualifications and experience, references, police/background clearances and final ADEK approval before commencement.