Operations Officer (Executive Assistant)

Operations Officer (Executive Assistant) - Local Contract

Job Summary

The Operations Officer (Executive Assistant) will play a crucial role in managing daily operations, supporting the Director/Founder, and ensuring smooth communication and administrative processes within the school. This role requires a highly organized and proactive individual with excellent multitasking abilities, strong bilingual communication skills, and the capability to work effectively under pressure.

Key Responsibilities

• Administrative Support:

  
  
  • Provide executive support to the Director/Founder, including managing calendars, scheduling meetings, and coordinating communications.
  • Draft, review, and send professional emails and letters in both English and Arabic on behalf of the Director/Founder.
  • Attend different meetings and create minutes of meetings, assign action points, and follow-up. 
  • Respond to calls, emails, and other correspondence in a timely manner, including after-hours as necessary.

• Operations Management:

  
  
  • Oversee daily operational tasks and ensure the efficient management of school activities.
  • Manage basic project management tasks, including planning, execution, and monitoring of various projects.
  • Handle procurement processes, including sourcing, negotiating, and purchasing supplies and services.

• Travel and Event Coordination:

  
  
  • Arrange and coordinate travel logistics, including flight bookings, hotel reservations, and visa applications.
  • Organize and manage school events, meetings, and other activities, ensuring all details are addressed.

• Communication and Digital Adaptation:

  
  
  • Maintain effective communication with staff, parents, and external stakeholders.
  • Adapt to and support digital transformation initiatives, including the implementation of new technologies and systems.
  • Prepare and manage documentation related to school operations and communications, leveraging digital tools for efficiency.

• Multitasking and Pressure Management:

  
  
  • Effectively balance multiple tasks and responsibilities.
  • Adapt to changing priorities and work efficiently under pressure to meet deadlines.

Qualifications

• Education: Bachelor’s degree in Business Administration, Management, or a related field.
• Experience: Minimum of 5 years experience in an administrative or operations role.
• Skills:
  • Bilingual proficiency in English and Arabic (both written and spoken).
  • Strong communication skills with experience in drafting professional correspondence.
  • Basic project management and procurement skills.
  • Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace) and adaptability to new digital tools and systems.
  • Smart, proactive, and capable of managing digital transformation initiatives.
  • Ability to handle confidential information with discretion.
  • Strong organizational skills and attention to detail.

Working Conditions

• Full-time position with occasional after-hours availability for calls and emails.
• Ability to work in a fast-paced environment and manage multiple priorities effectively.
• Reporting to Senior Operations Officer/ Director of Operations

Safeguarding

Prospective candidates should submit the details of at least two previous employers as referees which must be their two most recent employers, covering a minimum of four years of employment, or all of their employment if the candidate has less than four years of experience.

If a candidate has only one previous employer, two references can be provided from the same employer.

For candidates in a school where the line manager is providing a reference, the reference must be countersigned by the Head Teacher or Principal.

All successful applicants will be required to undergo an enhanced criminal background check and must provide a detailed residential history for the last ten (10) years.

The British School of Kuwait (BSK) is committed to safer recruitment practices.