Executive Support and Follow-up Manager
Zayed University · Dubai
THE OPPORTUNITY
Zayed University is seeking an Executive Support and Follow-up Manager who will be responsible for managing the Board of Trustees (BOT) related activities, including coordinating with the BoT’s Secretary, managing documentation, and monitoring the execution of Board directives, to ensure effective governance support across the University, in line with the institutional strategic priorities, governance protocols, and regulatory requirements.
THE RESPONSIBILITIES
Strategic & Financial
- Manage the day-to-day operations of the Executive Support and Follow-up Section, ensuring effective coordination of executive activities, documentation, correspondence, and follow-up.
- Ensure the timely provision of data and reports to the direct supervisor and recommend operational improvements to support informed decision-making and continuous improvement.
- Report any potential risks or operational roadblocks and recommend mitigation strategies to minimise interruptions and ensure timely achievement of objectives and targets.
- Consolidate all budget input from the reporting team within the Section to formulate the overall Section budget and submit to the direct supervisor for review and further consolidation.
- Manage the budget across the Section to ensure full adherence to approved plans, highlight any deviations in a timely manner, and take corrective action in line with the approved governance process.
Operational
- Coordinate with the Board of Trustees' Secretary to facilitate Board and committee meetings, manage communications, and ensure the timely coordination of Board activities.
- Manage the logistics and documentation activities related to the Board and committee meetings (24 annually), in an efficient and professional manner.
- Manage the preparation and review of all meeting materials, including slide decks, pre-read documents, trackers, and memos, while ensuring accuracy, clarity, and alignment of the same with meetings’ objectives.
- Manage the amendment, update, and finalization of presentations ahead of each session and ensure content accuracy.
- Manage post-meeting follow-ups and documentation, to ensure timely execution of action items and accurate record-keeping.
- Ensure full-time support related to Board communications is provided in a timely manner.
- Coordinate and monitor the implementation of Board of Trustees and executive meeting action items, maintain action registers, follow up with responsible organizational units, and provide implementation status reports to the Director.
- Ensure the adherence of all Board of Trustees activities with confidentiality standards, and regulatory requirements.
- Maintain an organized, secure, and up to date (digital/ physical) archive of all BOT and committee materials to ensure audit readiness.
- Perform ad-hoc activities related to the job duties, as requested by the Direct Supervisor.
- Maintain an executive action tracking system for Presidential, Executive Leadership Team, and Board decisions, providing regular implementation status reports to the Director.
People Management
- Finalize and consolidate workforce planning reports, talent acquisition strategies, and budgets at the Section level to ensure adequate staffing for optimal operational efficiency, and submit to the direct supervisor for approval.
- Set performance management objectives for all reportees and perform mid-year and year-end performance reviews, monitor performance and provide ad-hoc guidance as needed to ensure objectives are met.
- Identify talent for pivotal roles from a succession management standpoint to ensure business continuity, and liaise with HR to facilitate enrollment in relevant programs.
- Provide guidance to reportees on people management matters, offer mentoring and coaching as needed to ensure they are professionally and behaviorally equipped to meet operational requirements.
THE REQUIREMENTS
- Bachelor’s degree with a minimum of 10 years of experience and at least 6 years in a managerial position. Master’s degree is preferred.
THE BENEFITS
The University’s benefits package is highly attractive, with competitive salaries free of tax in the U.A.E., cash housing, annual vacation airline tickets for the employee and immediate family, educational subsidies for children and healthcare is provided to the employee and sponsored family members.
TO APPLY
In addition to completing the online application form, attach a cover letter, a current CV, and three professional references' names and contact details.
While we appreciate all applications, you will be contacted only if selected for an interview.
For any further inquiries, please contact Recruitment@zu.ac.ae