Senior Administrative Assistant

Dubai, United Arab Emirates | VPAFA | Full-time

Apply

We are looking for a talented Senior Administrative Assistant for a Senior Executive Office at the American University in the Emirates.

The Senior Administrative Assistant will liaise between the Senior Executive Office and other divisions and departments of the university, the management, and various university units ensuring quality service, clarity in instruction, and the best utilization of resources.

 Qualifications & Education

  • Master’s Degree or bachelor degree in Business Administration

 Experience

  • 10 years’ academic and administrative experience in a university

 Skills / Training / Knowledge

  • Ability to multi-task
  • Bilingual mandatory (speaks English and Arabic fluently)
  • Very high degree of independence, responsibility, and judgment.
  • Maintains a professional image and relationships with faculty/students and all clients.
  • Experience in Quality Assurance, implementing and monitoring Policies and Procedures
  • Must maintain confidentiality.
  • Accountable for the smooth running of the office, with all administrative responsibilities and tasks
  • Effectively resolves daily matters independently.
  • Knowledge of University programs and operations including Administrative and Academic  affairs is preferred.

 Key Competencies

Critical competences

Weighting (%)

(Must add up to 100%)

Knowledge of university policies and procedures

20%

Communication and Interpersonal Proficiency

20%

Teamwork

20%

Problem Solving /Analysis Skills

20%

Influence and Negotiation

20%

 

Job Responsibilities

  • Assists the Division Head in planning and organizing the yearly schedule for the administrative departments
  • Reviews and prioritizes inward items to ensure the Division Head is advised of current issues both academic and administrative.
  • Ensures appropriate protocol is implemented for the Division Office when dealing with senior management and other official bodies.
  • Facilitates implementation of directives requested by the Division Head and monitors the progress
  • Prepares letters and reports in Arabic for the Division Head.
  • Reviews sensitive Arabic documents prepared by others to ensure accuracy and propriety.
  • Maintains and confirms the Division Head's diary in cooperation with other Offices / Departments / Colleges
  • Organizes and schedules meetings, and notifies attendees of location and timing.
  • Maintains an up-to-date and accurate filing system of all documents received through the Division Head Office
  • Ensures all necessary information is communicated across all administrative units
  • Uses sound judgment and tact in dealing with external and internal visitors to the Division Head’s office.
  • Manages simultaneous projects ensuring timely and effective delivery.
  • Works independently with limited guidance from the Division Head.
  • Uses discretion on confidential matters which come to the Division Head office.
  • Carries out duties with high degree of accuracy and attention to deadlines.