Executive Assistant - Office of the General Counsel

Job Number
AD0000100634
Posting Date
August 5, 2018

About the Position

Position Summary

UAE Nationals are encouraged to apply

New York University Abu Dhabi (NYUAD) seeks to appoint an Executive Assistant, reporting to the Associate General and Chief Legal Counsel. 

This role requires fluency in Arabic. 

 

Key Responsibilities

Administrative Management Duties

  • Performing administrative duties related to composing routine letters and correspondence for supervisor's review and approval. Proofread documents for accuracy and completeness
  • Perform other general word processing and data entry duties
  • Monitor activity of moderately complex department budgets and/or grants and maintain data on spreadsheets
  • Review expenses and invoices for accuracy, investigate discrepancies, and report results to supervisor
  • Manage special projects by planning, organizing, coordinating information, and monitoring results
  • Manage supplies by identifying needs for reception, office provisions, mail services, and work schedules
  • Generate reports and historical references by developing and utilizing retrieval filing systems
  • Coordinate financial treatments of different departmental activities by anticipating requirements; submitting information for budget preparation, scheduling expenditures, and monitoring costs

Process development

  • Improve the quality of the legal service rendered to different stakeholders by updating procedures and evaluating system results with users
  • Accomplish results by initiating, coordinating, and implementing systems, policies, and procedures
  • Assist with translation of legal documents by reviewing, monitoring and coordinating the works

Senior Management Support

  • Manage office operations and activities. Establish protocols for appointment and meeting scheduling, including managing the daily, weekly, and yearly calendar with a wide range of internal and external constituents at all levels
  • Serve as the first point of contact for the Legal Affairs Department for business queries
  • Serve as the liaison person between departments and represents the Legal Affairs Department administratively
  • Responding to, and directing a variety of inquiries from various campus and community stakeholders

Legal Research & Special Projects

  • Manage office details by relieving the Chief Counsel of routine requests and matters; follow established rules and procedures in responding to requests and redirecting items to external legal office(s) as requested; design and organize the office record keeping system and insure maintenance of legal opinion files, litigation files, subject files and legal publications; file legal documents with appropriate parties; screens calls and visitors; maintain follow-up/reminder systems to insure timely completion of projects; prepare necessary documents to order equipment and supplies; maintain dockets and calendars for General Counsel; schedule related appointments; coordinate activities of numerous departments insuring functions that are scheduled do not conflict with existing or planned events; make arrangements for conferences, and workshops
  • Research and compile data to write reports and presentations for the Chief Counsel

Fiscal Officer Duties

  • Maintain oversight responsibility for department budgets including compiling necessary data for projects, monitoring expenditures and income, recommending and instituting budget revisions when necessary; schedule and coordinate travel/conference arrangements; complete purchase requisitions; prepares expense and mileage reimbursement claims
  • Represent the legal department at the annual budgetary meetings as the Fiscal Officer to cover planning and budgetary affairs. Monitor the approved budget and provide analysis to show variances against budgeted/approved costs. Single point auditor of all financial requisitions put through procurement

Education Requirements

Essential
  • Bachelor’s Degree or equivalent
Desirable
  • Paralegal Certificate

Experience Requirements

Essential
  • Experience working in a legal department
  • Experience in an administrative environment
  • Advanced Excel Training
  • Basic (or higher) Power Point training certificate
  • Advanced Internet user (including browsing and research)
  • Advanced Excel Training

About NYUAD

NYU Abu Dhabi is a degree-granting research university with a fully integrated liberal arts and science undergraduate program in the Arts, Sciences, Social Sciences, Humanities, and Engineering. NYU Abu Dhabi, NYU New York, and NYU Shanghai, form the backbone of NYU’s global network university, an interconnected network of portal campuses and academic centers across six continents that enable seamless international mobility of students and faculty in their pursuit of academic and scholarly activity. This global university represents a transformative shift in higher education, one in which the intellectual and creative endeavors of academia are shaped and examined through an international and multicultural perspective. As a major intellectual hub at the crossroads of the Arab world, NYUAD serves as a center for scholarly thought, advanced research, knowledge creation, and sharing, through its academic, research, and creative activities.