Executive Support and Follow-up Manager

Role Overview

Executive Support and Follow-up Manager at Zayed University, located in the United Arab Emirates. The role is responsible for managing Board of Trustees activities, coordinating with the Board Secretary, managing documentation, and monitoring the execution of Board directives to ensure effective governance support across the University in line with institutional strategic priorities, governance protocols, and regulatory requirements.

Role Purpose

Provide comprehensive executive support and governance coordination to ensure the Board of Trustees and executive leadership operate effectively, all Board and committee directives are executed, and institutional governance protocols are maintained in alignment with strategic priorities.

Key Responsibilities

Strategic & Financial

• Manage day-to-day operations of the Executive Support and Follow-up Section, ensuring effective coordination of executive activities, documentation, correspondence, and follow-up.
• Ensure timely provision of data and reports to the direct supervisor and recommend operational improvements to support informed decision-making and continuous improvement.
• Report potential risks or operational roadblocks and recommend mitigation strategies to minimize interruptions and ensure timely achievement of objectives and targets.
• Consolidate 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 Section budget to ensure full adherence to approved plans, highlight 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 timely coordination of Board activities.
• Manage logistics and documentation activities related to Board and committee meetings, 24 annually, in an efficient and professional manner.
• Manage preparation and review of all meeting materials, including slide decks, pre-read documents, trackers, and memos, ensuring accuracy, clarity, and alignment with meeting objectives.
• Manage 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 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 adherence of all Board of Trustees activities with confidentiality standards and regulatory requirements.
• Maintain an organized, secure, and up-to-date digital and physical archive of all Board of Trustees and committee materials to ensure audit readiness.
• Maintain an executive action tracking system for Presidential, Executive Leadership Team, and Board decisions, providing regular implementation status reports to the Director.
• Perform ad-hoc activities related to job duties as requested by the direct supervisor.

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.

Qualifications & Experience

• 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.

Additional Information

• Competitive salaries free of tax in the United Arab Emirates.
• Cash housing allowance.
• Annual vacation airline tickets for the employee and immediate family.
• Educational subsidies for children.
• Healthcare provided to the employee and sponsored family members.