New York University Abu Dhabi (NYUAD) seeks to appoint an Executive Assistant to provide high level executive support to the Vice Chancellor, reporting to the Chief of Staff to the Vice Chancellor.
The Executive Assistant performs a wide range of clerical, secretarial and general office duties, including those of a confidential nature, that require a comprehensive knowledge of University policies, procedures, and operations and an understanding of NYU Abu Dhabi’s role within the community. The Executive Assistant exercises initiative and judgement in managing the Vice Chancellor’s schedule, ensures booking for meeting spaces, and uses discretion in sharing information to stakeholders. They interact with the general public as a NYU Abu Dhabi liaison and with University personnel including those at the senior level to resolve issues and problems.
The Executive Assistant coordinates activities within the Office of the Vice Chancellor and across administrative functions of the University, including interactions among the New York, Abu Dhabi and Shanghai executive constituents. They are responsible for the organization and coordination of office operations, procedures, and resources to facilitate organizational effectiveness and efficiency within the Office of the Vice Chancellor. This may include modifying and/or creating databases and complex spreadsheets, monitoring complex department budgets, and establishing basic administrative systems for the department.
Provide high-level secretarial and administrative support to the Vice Chancellor including preparation of correspondence, records and other clerical documentation on a daily basis. Manage the calendar and work schedule of the Vice Chancellor to ensure effective time management is maintained with availability for daily meeting requirements and schedules. Arrange travel and event logistics. Schedule and provide needed documentary support for meetings, including video conferences. Process mail, correspondence and internal documentation. Maintain hard-copy and electronic files and document management/retrieval systems
Handle calls and requests for information. Manage office contacts and database information. Respond to a variety of inquiries, resolve routine and non-routine problems, and consult with supervisors or others, as needed, on more complex issues. Provide liaison services and coordination as needed between the department and other university offices and senior leaders in Abu Dhabi or other locations, including New York
Support and assist with various projects as required. Establish a monitoring and status-of-work reporting system regarding ongoing office projects for which the Executive is responsible. Prepare such information and research reports as the Vice Chancellor may require regarding projects, initiatives, administrative and operational matters
Monitor activity of department budgets and maintain data on spreadsheets. Compare invoices with actual expenditures and investigate and resolve discrepancies with the budget office. Process and maintain the Vice Chancellor’s expenses and reimbursements. Manage budget tracking and reporting. Be responsible for expense reports in relation to procurement, purchasing and payment.
Provide overall team support and administrative provisions to assist with team efficiencies and effectiveness. Perform clerical duties: photocopy and fax materials, process forms, maintain office files and records, pick up/deliver mail and materials, maintain inventory of general office supplies, etc. Other duties typically associated with an Executive Assistant role may also be assigned from time to time, including org charts, PowerPoint presentations, etc. Manage and support any delegations and business visitors related to the Executive’s functional responsibility
Provide business office support services for areas designated from time to time
5 years’ experience with a minimum 3 years’ experience as an Executive Assistant to a C-Level executive, preferably with an established international company, higher education institution, or governmental body operating in the U.A.E.
Experience providing a high level of customer service
Superior written and oral communications skills in English
Proactive thinker with the ability to anticipate needs and provide solutions
Professional maturity and sound judgment consistent with leadership-support responsibilities, including exceptional discretion, confident communications skills, and a capacity for resourceful initiative in a team context
A capacity to work collegially and flexibly in a setting characterized by a complex organizational structure comprising New York University in New York, New York University in Abu Dhabi, portal campuses within the Global Network University, and a growing list of other international sites
An ability to prioritize and handle multiple projects on tight deadlines; punctual, organized work habits, consistent accuracy, and attentiveness to detail
Advanced business computing and internet skills. Expertise with word processing, spreadsheet, database software, PowerPoint and Microsoft Office Suite
Arabic language proficiency
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.