Executive Assistant - Social Science (Fixed-Term for 9 Months)

Job Number
2019-6591
Posting Date
September 3, 2019

Position Summary

UAE Nationals are encouraged to apply

New York University Abu Dhabi (NYUAD) seeks to appoint an Executive Assistant for the Division of Social Science. This role will be hired via a third party contractor for a period of 9 months. 

The post holder will provide administrative coordination and executive administration assistance to the Dean of Social Science. Additionally the role will provide high level administrative support to the Dean, Associate Dean and Assistant Dean of Administration, in coordination with the manager of operations and the wider administration and academic planning team.

Key Responsibilities:

  • Provide high level administrative support to the Dean, associate Dean and assistant Dean of Administration of Social Science
  • Coordinate/oversee calendar and travel activities, both for the Dean and the Deans guests

  • Responsible for divisional internal and external communications, a high volume of meeting minutes, maintaining dynamic distribution lists and communicating divisional wide announcements and communications through Emma.

  • Have a knowledge of faculty finance policy related to research account and events travel and spending: including preparation of expense reimbursements, payments to vendors and individuals, ePro data entry and PO follow up, and general budget tracking, as well as social media and media outreach

  • Other duties may include but are not limited to; mail services organization, supply ordering, Divisional calendar assistance & communication, greeting and assisting visitors, room reservations

  • Be able and available to take on new tasks, assist the Operations Manager and Assistant Dean when needed with large or complex projects and provide cover when administrative staff are on leave

  • Work closely with the Assistant Dean and Operations Manager to understand the planning phase of the Social Science Conference Series and other special events hosted by the Dean (ad hoc)
  • Coordinate the annual planning (at least 4 conferences per year); full conference management; including travel arrangements, catering, administrative support before and during events, budget tracking and evaluation and follow-up

Required Education:

  • Bachelor’s degree or a relevant advanced certification or professional qualification diploma

Required Experience:

  • 5+ years of corporate executive assistant experience including executive diary management, travel arrangements, minute taking and drafting technical correspondence on behalf of executive leadership
  • Advanced written and oral communications skills in Business English
  • A capacity to work collegially and flexibly in a dynamic setting characterized by a complex organizational structure comprising New York University in New York and New York University in Abu Dhabi
  • An ability to prioritize and to handle multiple processes and requests on tight deadlines, organized work habits, consistent accuracy, and attentiveness to detail
  • Professional maturity and judgment consistent with leadership-support responsibilities, including exceptional discretion, confident communications skills, and a capacity for resourceful initiative in a team context

Other Information
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.