Executive Assistant

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 Dean.

The Executive Assistant performs a wide range of administrative and office duties, including those of a confidential nature, that require a comprehensive knowledge of University policies, procedures, and operations and an understanding of NYUAD’s role within the community. The Executive Assistant exercises initiative and judgment in managing the Dean’s schedule, ensures booking for meeting spaces, and uses discretion in sharing information to stakeholders. They interact with the general public as a NYUAD 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 Dean and across administrative functions of the University, including interactions among New York and Abu Dhabi 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 Dean. This may include modifying and/or creating databases and complex spreadsheets, monitoring complex department budgets, and establishing basic administrative systems for the department.

Key Responsibilities:

  • Provide high-level administrative support to the Dean including preparation of correspondence, records and other documentation on a daily basis
  • Manage the calendar and work schedule of the Dean to ensure effective time management is maintained with availability for daily meeting requirements and schedules
  • Arrange complex 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 Dean 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 Dean’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 office support services for areas designated from time to time

Required Education:

  • Bachelor’s degree

Required Experience:

  • 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
  • Experience working with institutions of multinational nature
  • 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, and New York University in New York
  • 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

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.