Job Description
The Information Technology department seeks an Administrative Assistant who will be responsible for the coordination of all operational aspects of the Director
Duties and Responsibilities
Your main responsibilities in this role include the following:
Manage the schedule of the Director of ICT and IT Security.
Provide a wide range of complex office administration and support to the Director of ICT and IT Security.
Organize and coordinate the Director of ICT & IT Security’s daily calendar—scheduling all appointments, coordinating logistics for engagements and handling event invitations on behalf of the Director.
Manage and arrange travel for Director.
Respond appropriately and effectively to inquiries via telephone, email and one-to-one meetings.
Screen telephone calls and attend to walk-in visitors. Serve as the point of contact for the Director.
Manage the office’s budget and execute requisitions.
Help with ICT team staff travel and hotel arrangements, including appropriate authorization and reimbursement of expenses.
Proactively consider needs related to calendar, travel and external engagements.
Write individualized correspondence and other documents as requested by the Director.
Support the Director as needed in preparing for internal or external meetings, conducting research and other similar tasks.
Receive and triage incoming written communications to appropriate staff and facilitate response or action to be carried through by the Director as needed.
Manage organizational communication, scheduling and logistics for key department events such as leadership meetings, staff meetings and managers’ meetings.
In partnership with Director and members of the ICT leadership team, continually look for ways to evolve and improve operational efficiency of systems and processes impacting staff and office operations.
Provide event support and planning, including retreats, meetings, staff events. This includes logistical research and planning, day-of support, and invoice/billing management.
Support other functional areas and members of the organization’s leadership team with special projects as needed. May include projects in HR, recruiting, marketing, development, finance or programs.
Maintain the department electronic and paper-based files and archives.
Job Requirements
A self-starter with a high degree of energy and careful attention to detail. Strong sense of initiative and a process-improvement mindset.
Highly flexible, creative problem solver, with a strong ability to multitask.
Excellent oral and written communication skills in English.
Strong interpersonal skills.
Execute and exhibit good judgment. High level of professionalism.
Superb organizational and time-management skills.
Excellent computer skills; proficiency or advanced skill in Microsoft Suite (Word, Excel, PowerPoint and Outlook) and experience with data management.
A demonstrated ability to plan effectively, but the flexibility to handle the unexpected.
High tolerance for ambiguity, changing work priorities and deadlines, and a willingness to take on responsibilities and to prioritize own work on multiple projects.
Four–year degree and/or significant office management experience with a minimum of five years’ relevant experience in the administrative field.
Strong commitment to the mission and goals of the organization. Aware of and able to navigate diverse cultural backgrounds.
Preferred Qualifications
Any other relevant experience in an academic/higher education environment
Job Details
Company/Organization: American University of Sharjah - AUS
Employment Type: Full-time Job
Job Location: Sharjah, United Arab Emirates
Application Deadline: N/A
