New York University Abu Dhabi (NYUAD) seeks to appoint an Executive Assistant reporting to the Dean for Arts and Humanities.
The Executive Assistant (EA) will be requiredto perform a wide range of clerical, secretarial and general office duties including those of a confidential nature. They will provide executive calendar and travel coordination and correspondence management for the Dean as well as support with his research-related work. The incumbent will respond to inquiries on behalf of the Dean displaying a comprehensive knowledge of the division’s activities, policies and programs. They will be responsible for customizing and/or composing letters on own initiative or in response to requests for information
Coordinates administrative interactions among the Executives in Abu Dhabi and the GNU Assist in managing calendars of the A&H associate deans for activities pertaining to the Dean's support.
Manage executive’s calendar, contacts and database. 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. Monitor activity of executive’s operating and research account and maintain data on spreadsheets. File for reimbursement on behalf of the executive. Compare invoices with actual expenditures and investigate and resolve discrepancies with the budget office. Maintain expense and reimbursement records
Maintain hard-copy and electronic confidential files and records and document management/retrieval systems. Establish a monitoring and status-of-work reporting system regarding ongoing office projects for which the Executive is responsible. Perform clerical duties: photocopy and fax materials, process forms, maintain office files and records, pick up/deliver mail and materials, etc
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
Serve as representative with external stakeholders on behalf of the executive to represent the University in a professional manner, 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
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 Perform special assignments and projects assigned by the executive and his/her designated team members
Relevant advanced Certification or Professional Qualification Diploma
3+ years of office experience
Experience providing a high level of customer service and/or executive support
Superior written and oral communications skills in English
A capacity to work collegially and flexibly in a startup 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 projects on tight deadlines, organized work habits, consistent accuracy, and attentiveness to detail, 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 and Google Suite
A record of advancement and growth at progressively more responsible levels, within an established international company, private organization, or governmental body operating in the UAE
Experience working with institutions of multi-national nature
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.