Administrative Assistant (Fixed Term for 6 months)

Posting Number 2023-12707
Posted Date 1 month ago(4/29/2024 3:01 AM)
Talent Acquisition
NYU Abu Dhabi (AD00001)
Compensation Grade
Band 51
Is relocation available for this job?
Business/Professional Administrative

Position Summary

UAE Nationals are encouraged to apply


New York University Abu Dhabi (NYUAD) seeks to appoint an Administrative Assistant in a temporary capacity.


The administrative assistant must be a highly motivated, organized and professionally adept assistant to assume administrative duties and individual project based work. Responsibilities include scheduling, reimbursements, event planning and logistics of event management and basic administrative tasks related to the scope of the office.


The ideal candidate will be mission driven, have a demonstrated commitment to excellence, the ability to work with a high level of professionalism, have excellent communication skills, maturity and the ability to multitask in a fast paced work environment. Attention to detail is critical.


Key Responsibilities:

  • Manage office calendar, contacts and database information
  • Schedule appointments, maintain individual and/or department calendar, and make arrangements for meetings and travel
  • Schedule and provide support for meetings, including videoconferences and also manage travel booking, raising PO and other related duties
  • Serve as liaison and coordinate as needed between the needed departments
  • Coordinate and manage room bookings, catering requests, poster display and AV requirements in timely manner
  • Responsible for taking agendas and minutes of departmental meetings and as directed by the unit lead
  • 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 electronic confidential files and records and document management/retrieval systems in NYUAD Google folders and NYU Box
  • Maintain inventory of general office supplies
  • Establish a monitoring and status-of-work reporting system regarding ongoing office projects 
  • Perform other clerical duties: photocopy and fax materials, process forms, maintain office files and records, pick up/deliver mail and materials
  • Maintain inventory of stationery items and order of general office supplies to the facilities team


Required Education:

  • Bachelors Degree
  • IELTS score of 6.0 or higher
  • GPA of 3.0 or higher

Required Experience:


  • Demonstrated ability to collaborate with constituents across the university
  • Excellent communication skills (oral, written and presentation)
  • Familiarity and experience working with faculty and academic staff
  • Fluent written and spoken English
  • Proficiency with MS Word, Excel, Powerpoint
  • Familiarity with Google Suite
  • Self motivated, ability to multitask
  • Flawless email etiquette
  • Demonstrated analytical skills; attention to detail is important

Additional Information

The University is an equal opportunity employer committed to equity, diversity and social inclusion.


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