Business Support Officer

Job Details
Department - Alef Charter Schools
Reporting Manager - CEO Charter Schools
Job Location - Abu Dhabi, United Arab Emirates
Job Purpose
The Business Support Officer will serve as the primary support to the Directors of the organization, responsible to manage day-to-day business operations and
office resources promoting a productive, engaging, and cost-effective employee and visitor experience.
Key Responsibilities
Support of Division Directors:
Responsible for providing proactive, hands on administrative support for the Director of Education & Director of Service Delivery, contributing to the overall effectiveness
and efficiency of both divisions.
Anticipates and responds to the administrative needs of the Directors, initiating actions and following up on outstanding and/or pending items in order to contribute to the
effectiveness of the Directors.
Takes initiative to manage schedules and prioritize tasks in order to balance the multiple needs of the Directors; seeks input from Directors and/or Business Support
& Facilities Manager when assistance is needed to prioritize goals and tasks.
Maintains calendars and schedules meetings; enters meeting commitments into shared calendar with Directors; proactively resolves meeting conflicts; reserves
meeting rooms, provides supplies and refreshments as needed.
Coordinates, drafts, and/or edits professional, polished communication, including regular employee updates; follows up on action items with management team on
behalf of Directors as appropriate.
Prepares and compiles information & materials for Division reporting & meetings.
Routinely identifies and prepares meeting materials, including agendas & handouts needed prior to all meetings; provides information for review by Directors in advance
of meetings; maintains meeting minutes and action items as requested.
Proactively maintains all files (digital and paper); modifies and improves filing system as appropriate to ensure compliance and security.
Provides project-specific support to Directors and their teams as requested.
Prepares and produces complex presentations as requested.
Ensures effective coordination of messenger and delivery services.
Business and Facilities Support:
Self-directs and balances the multiple priorities of the Directors and the floor to ensure continuous monitoring, communication and successful completion of key work for the Directors and all office operations.
Maintains confidentiality of sensitive business and employee information; handles sensitive documents with discretion and sound judgment.
Ensures assigned floor is welcoming and responsive to the needs of visitors and employees, managing general support to the needs of guests and employees.
Supports management of office budgets, forecasting, uploading invoices into ERP and supporting the overall Director s ability to manage cost efficient spending.
Supports Business and Facilities Manager s ability to implement and monitor Policies
& Procedures relating to office support and facilities.
Manages appropriate inventories of office supplies, cleaning supplies, food, and beverage within budget constraints.
Manages health and safety risks and hazards in the workplace.
Works with and trains all employees to manage, monitor and improve the health and safety standards in the workplace.
Promotes a safe working environment; identifies safety hazards and coordinates with Human Resources as needed to resolve.
Supports main Reception desk by covering duties and supporting overflow of needs as requested.
General Office Support for Meetings, Events and Logistics:
Manages the coordination of routine and/or regularly scheduled meetings, maintaining
a master schedule, and initiating coordination of associated logistics, communication,
and materials.
Manages the coordination of on and off-site team meetings, including venue research
and selection, communication of plans, meal planning, reservations, visas and travel,
meeting room logistics and materials.
Manages the coordination of requested VIP, visitor, employee, and new joiner events
as requested, ensuring a professional, polished experience.
Manages scheduling and coordination of conference calls and video conferencing

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