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
