Executive Assistant to the Chief Operating Officer - Office of the COO

UAE nationals are encouraged to apply 

New York University Abu Dhabi (NYUAD) seeks to appoint an Executive Assitant to the Chief Operating Officer reporting to Associate Director, Business Operations and Stakeholder Engagement.

The Executive Assistant to the COO (EA) is a key support role performing a wide range of clerical, secretarial, and general office duties, including those of a confidential nature.  The EA responds to inquiries on behalf of the COO as needed, displaying a comprehensive knowledge of the University’s activities, policies and programs.  The EA composes letters and correspondence, performs general word processing, spreadsheet and data entry duties utilizing intermediate-level functions.  The EA provides executive calendar coordination, ensures bookings for meeting or event space, coordinates and manages travel arrangements, visitor coordination/support, etc.

The EA provides additional administrative support to the Office of the COO leadership as needed and manages basic administrative processes for the Office of the COO as well as provides planning support for Meetings, Incentives, Conferences, and Exhibitions (M.I.C.E.). The EA also supports Project Management Office (PMO) tasks, including tracking deadlines, coordinating stakeholders, and following up on key deliverables.

The EA requires a high level of professionalism, organizational expertise, and the ability to handle multiple priorities with discretion and efficiency. Proficiency in MS Office (Word, Excel, PowerPoint, and Outlook) is essential for success in this role.

Key Responsibilities:

• Provide full administrative support to the COO including, but not limited to: calendar management, meeting coordination, travel arrangements, visitor coordination/support, and communications support. Documentation & Record Keeping: Maintain accurate records, organize files, and ensure timely follow-up on key action items
• Monitor and manage contracts and the COO’s signatory and approval requirements and needs. Escalate for further action where necessary. Manage business expenses and flag for further action, ensuring accuracy and compliance
• Coordinate COO escalations and support with the Associate Director, Business Operations and Stakeholder Engagement. Support the Associate Director, Business Operations and Stakeholder Engagement with general office support and follow ups
• Prepare executive presentations, reports, and other materials as needed for the COO in support of meetings, strategic initiatives, leadership discussions, etc.  Assist with Powerpoint Presentations and document formatting
• Manage and facilitate planning support on behalf of the Office of the COO for Meetings, Incentives, Conferences and Exhibitions/Events (MICE)

Required Education: 

• Bachelor Degree in a related field
• Relevant advanced certification or professional qualification diploma

Required Experience: 

• At least 5+ years experience working with senior and C-level stakeholders
• At least 5+ years experience with highly complex programs and projects in multiple disciplines such as technology, facilities, logistics, etc
• At least 5+ years experience in a higher education environment

Preferred Experience: 

• Fluency with MS Office and/or Google Suite with a strong ability to create and analyze spreadsheets
• Familiarity with Project Management Office (PMO) tasks, including tracking deliverables, managing follow-ups, and coordinating between stakeholder
• Excellent verbal and written skills
• Team player with strong attention to detail and ability to work well under pressure and deadlines
• Must be well versed in quality data collection to ensure adequacy, accuracy and legitimacy of data in NYU  systems and be able to strictly follow data privacy and security procedures for data handling and analysis  to ensure adherence to legal and institutional standards

About NYUAD

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