Executive Assistant to Executive Director of Finance and Budget

Job Number

Position Summary

UAE Nationals are encouraged to apply

New York University Abu Dhabi (NYUAD) seeks to appoint an Executive Assistant reporting to the Executive Director of Finance and Budget.

The Executive Assistant performs a wide range of clerical, secretarial and general office duties mainly confidential in nature. Respond to inquiries displaying a comprehensive knowledge of the department's activities, policies and programs. Interact with the general public as NYU Abu Dhabi liaison and with University personnel including those at the senior level to resolve issues and problems. Coordinate administrative interactions among the New York and Abu Dhabi executive constituents. Monitor basic administrative operations for the Department. Prioritize office activities and delegate work to students and/or temporary employees. Customize and/or compose letters on own initiative or in response to requests for information. Perform general word processing duties utilizing intermediate to advanced-level functions. Modify and/or creates databases and complex spreadsheets. Monitor complex department budgets and/or grants. Provide executive calendar coordination and ensure bookings for meeting space. Provide support to the designated NYUAD Director as needed; coordinate administrative interactions among the Executive's New York and Abu Dhabi constituents; and establish basic administrative systems for the Department.

Key Responsibilities: 

  • Serve as representative with external stakeholders on behalf of the executive to represent the University in a professional manager, ensuring that the executive is relieved of as many administrative tasks as possible, adding value to ensure the executive can focus time on strategic issues
  • Serve as primary liaison to the general public, students, staff and faculty on policies, procedures, programs and office activities and provide general and more specialized information on behalf of the Department and its leadership
  • Respond to a variety of inquiries, resolve routine and non-routine problems, and consult with supervisors or others, as needed, on more complex issues.
  • Manage office calendar, contacts and database information. Schedule appointments, maintain individual and/or department calendar, and make arrangements for meetings and travel to and from the University
  • Schedule and provide support for meetings, including videoconferences and minute taking and ensure follow up actions taken from key sessions
  • Structure of departmental and CABO related deliverables and reviews
  • Annual project planning
  • Serve as liaison and coordinate as needed between the Budget Office, Controllers Office and Supply Chain office and other university offices and senior managers in Abu Dhabi
  • Analyze issues, data, research and produce routine reports as required. Customize and/or compose letters on own initiative or in response to administrative matters for supervisor's review and approval
  • Proofread documents for accuracy and completeness
  • Perform other general word processing duties
  • Modify and/or create databases and complex spreadsheets
  • Respond to calls and requests for information
  • Review and process mail, correspondence and internal documentation
  • Manage and support any delegations and business visitors related to the executive's functional responsibility
  • Screen visitors to determine how to help or direct them to the appropriate person or office
  • Maintain hard-copy and electronic confidential files and records and document management/retrieval systems
  • Maintain inventory of general office supplies
  • Establish a monitoring and status-of-work reporting system regarding ongoing office projects for which the Executive is responsible
  • Monitor activity of complex department budgets and/or grants and maintain data on spreadsheets
  • Compare invoices with actual expenditures and investigate and resolve discrepancies with the budget office
  • Maintain expense and reimbursement records
  • Perform other clerical duties: photocopy and fax materials, process forms, maintain office files and records, pick up/deliver mail and materials, etc.

Required Education:

  • Bachelors Degree

Preferred Education:

  • Advanced Certification or Professional Qualification Diploma

Required Experience:

  • 5 years of office experience
  • Experience providing a high level of customer service
  • Ability to maintain confidential and sensitive information and documents with utmost care
  • Ability to multi-task effectively while prioritizing and handling multiple projects on tight deadlines
  • Must possess organized work habits, consistent accuracy, and attentiveness to detail
  • Flexibility to adapt to complex organizational needs for New York University in New York and New York University in Abu Dhabi
  • Superior written and oral communications skills in English
  • Advanced business computing and internet skills
  • 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. Expertise with word processing, spreadsheet, database software, PowerPoint and Microsoft Office Suite Google.

Preferred Experience:

  • 8 years' experience in a comparable positions, with a record of advancement and growth at progressively more responsible levels, preferably with an established international company, private organization, or governmental body operating in the U.A.E.
  • Experience working with institutions of multi-national nature
  • Arabic language proficiency

Other Information

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.