Project Manager and EA to Director of Education at Fortes

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Project Manager and EA to Director of Education at Fortes
Administration
Listed On: 20 January 2025
Expires On: 20 February 2025
Dubai
Fortes Education is seeking to hire a Project Manager & EA to the Director of Education.
Job Profile
Business Unit: FCO
Role: Project Manager & EA to Director of Education
Reports To: Director of Education
Members of Team(s): Director of Education Office
Manages Team: N/A
Note: The above team / remit assignments may change subject to the needs of Fortes Education.
About Us
Fortes Education has been a leading education provider in the UAE for over four decades with premium international schools and nurseries that have experienced outstanding success and growth. Our schools offer the most innovative and character-building education in the entire Middle East region.
Our core ethos and philosophy of education is Positive Education (PosEd). Through PosEd, our schools foster active engagement in learning, celebrating character strengths and accomplishments. We encourage children to cultivate fulfilling relationships with others and seek meaning and purpose in their own lives. We enable children to become happy learners and develop into innovative thinkers, confident young adults, and life-long learners. Our students develop resilience, a growth mindset and deep character strengths that allow them to flourish in an ever-changing world.
Job Purpose
The Project Manager 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. Additionally, the Project Manager & EA should 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 any issues. This position requires exceptional organizational skills, attention to detail, and the ability to multitask and prioritise tasks efficiently.

Summarised Roles & Responsibilities

• To provide outstanding executive support to the Director of Education by executing all tasks and activities relating to the efficient operation of the Director of Education’s office exercising confidentiality, tact, and diplomacy.
• Responsible for organizing and maintaining the Director of Education’s diary, managing e-mail, school communications, take notes at meetings and distributing minutes, organizing school events, and a range of further administrative responsibilities as required.
• Manage the Director of Education’s calendar, including scheduling and coordinating meetings and schools’ visits with the school’s leadership team.
• Assist the Director of Education in the planning, prioritisation, and timeline setting for projects
• Maintain detailed project documentation, including status updates, timelines, meeting notes, and action items
• Actively track and manage tasks with stakeholders to ensure timely completion
• Provide administrative support and assist in coordination of key initiatives and cross-functional projects
• Actively support the Director of Education in day-to-day operational activities and workload management
• Manage the Director of Education’s calendar, appropriately prioritising items and resolving any scheduling conflicts to ensure the DoE’s time is optimised.
• Actively support the Director of Education on a daily basis in ensuring he is fully appraised of schedules, agenda items, and project updates.
• Continuous process improvement to streamline and standardise workflows.
• Identify, prepare, and compile necessary materials to ensure the Director of Education has the appropriate information for meetings, reports, presentations, and special projects.
• Plan and coordinate 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, enquirers, and requests, and handling them when appropriate
• Ensure necessary records and trackers are maintained that can readily provide current, accurate and accessible information.
• Provide 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)
• Own and improve existing processes to streamline & standardise workflows that support the School Leadership team; and various departments at the Head Office.
• Support the Director of Education with various ad-hoc projects and other administrative duties as needed.

Knowledge & Qualifications

Essential:

• Degree in Maths, Sciences, Business or related disciplines.
• Proficient user of MS Excel.

Desirable:

• Proficient user of MS Teams, MS Project and Visio.
• Familiar with MS SharePoint.
• Familiar with Thinkific or alternative e-learning platform.

Experience
Essential:
Project / Change Management experience.

Desirable:

• Executive Assistant experience.
• K12 education setting experience.

Skills & Personal Attributes

• Strong communication: Clear and effective written and verbal communication with stakeholders across the business including high level executives
• Active listening: Ability to understand the needs of stakeholders and issues from various business perspectives
• Detailed: High attention to detail in managing schedules, processes, and in spotting inconsistencies or issues before reaching the Director of Education
• Strategic thinking & planning: Ability to think ahead, anticipate the needs of the DoE & other stakeholders
• Problem solving: Demonstrating a can-do attitude to identify solutions in response to challenges, and proactively manage obstacles
• Adaptability & flexibility: Ability to manage a fast-paced and dynamic environment with changing priorities
• Multi-tasking & time management: Comfortable in managing multiple tasks simultaneously and switching between project management and executive assistant responsibilities
• Dependability & Accountability: Taking ownership and ensuring a consistently high quality of work
• Professionalism & Confidentiality: Diplomatic, tactful, and trustworthy in handling confidential or sensitive information
• Positive disposition and great sense of humour!

To Apply
Interested candidates can apply on our website: http://www.fortes.co/Careers

• To provide outstanding executive support to the Director of Education by executing all tasks and activities relating to the efficient operation of the Director of Education’s office exercising confidentiality, tact, and diplomacy.
• Responsible for organizing and maintaining the Director of Education’s diary, managing e-mail, school communications, take notes at meetings and distributing minutes, organizing school events, and a range of further administrative responsibilities as required.
• Manage the Director of Education’s calendar, including scheduling and coordinating meetings and schools’ visits with the school’s leadership team.
• Assist the Director of Education in the planning, prioritisation, and timeline setting for projects
• Maintain detailed project documentation, including status updates, timelines, meeting notes, and action items
• Actively track and manage tasks with stakeholders to ensure timely completion
• Provide administrative support and assist in coordination of key initiatives and cross-functional projects
• Actively support the Director of Education in day-to-day operational activities and workload management
• Manage the Director of Education’s calendar, appropriately prioritising items and resolving any scheduling conflicts to ensure the DoE’s time is optimised.
• Actively support the Director of Education on a daily basis in ensuring he is fully appraised of schedules, agenda items, and project updates.
• Continuous process improvement to streamline and standardise workflows.
• Identify, prepare, and compile necessary materials to ensure the Director of Education has the appropriate information for meetings, reports, presentations, and special projects.
• Plan and coordinate 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, enquirers, and requests, and handling them when appropriate
• Ensure necessary records and trackers are maintained that can readily provide current, accurate and accessible information.
• Provide 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)
• Own and improve existing processes to streamline & standardise workflows that support the School Leadership team; and various departments at the Head Office.
• Support the Director of Education with various ad-hoc projects and other administrative duties as needed