Job Description
Executive Assistant - Division of Social Science (Fixed-Term for 5 Months)
New York University Abu Dhabi (NYUAD) seeks to appoint an Executive Assistant for a period of 5 months (May to September 2019), reporting to the Dean of Social Science. Candidates must be available to work over the summer period and available to start immediately.
The Executive Assistant role provides full oversight of all divisional operations, confidential and sensitive HR matters, budget tracking and planning, academic and research programs, strategic planning and reporting, upholding university policies, procedures, and guiding new policies and procedures.
Duties and Responsibilities
Your main responsibilities in this role include the following:
Manage the Dean’s calendar, and be able to assist, resolve, or escalate problems when encountering issues
Supports or acts as the key contact person for the Operations Manager while on vacation or leave regarding Faculty Affairs and HR related activities, issues, monitor and diligent follow up
Assist the Operations Manager with Space and Facilities, escalate matters regarding Space management and Office provisioning
Organize and format information to be used by the Dean on a variety of topics and issues where needed (e.g. administrative decisions, management proposals, research analysis). This includes data collection, editing reports, documents for accuracy by cross checking information with existing staff or personnel files
Executive support for visa’s, housing, school, and other miscellaneous tasks
Booking all meetings in the correct location, times, and guest with purpose of meetings
Welcome VIP guests and entertain if running late
Booking travel for the Dean and setup meetings abroad; using Google Drive to plan agenda for times and locations and ensure follow through with travel agency Printing agendas, dockets, CVs
Coordinates work between existing staff on the Social Science team regarding special operational requests or urgent projects for the Dean
Work with the Finance Administrator to drafts budget proposal or remarks for the Dean or Provost office
Keep track of action/follow up while the Assistant Dean is on Maternity Cover for any the following strategy and reporting requirements (i.e. APR, Faculty Hiring, student achievements, reporting for Tamkeen, Annual Research report, Provost office requests, etc), new developments on projects or ventures, conferences or programs, and follow up action with faculty, students, or Provost office. Provide the Dean with background information gathered from other sources (web, journals, etc.
Work with full time staff members in supporting the Web Team for the divisional strategic objectives
Obtain awareness of and be the action owner of the Social Science marketing strategy, i.e. delivery of all narratives, e.g. journalism, videos, press, etc. and ad hoc requests from Public Affairs
Represent Social Science externally where needed, e.g. Public Programming, alumni groups, and other partnerships
Job Requirements
Bachelor’s Degree in related field
At least 5 years of experience in comparable position
A record of advancement and growth at progressively more responsible levels, preferably with an international research university; or an established international company/private organization; or governmental body operating in the UAE and experience working with institutions of a multi-national nature
Solid track record of delivery and customer service, autonomy and self-initiative
Excellent interpersonal, written, and verbal communication skills
Ability to interact professionally at all levels, capable of representing the Dean in the presence of international visitors, scholars, peers, senior leadership and team members whose work is important to the functioning of the Division of Social Science
Superb organizational skills, an ability to manage and prioritize multiple projects to meet tight deadlines
Professional maturity and judgment consistent with leadership-support responsibilities, including exceptional discretion and a capacity for resourceful initiative in a team context
Skilled in dealing with people, using tact, diplomacy and intercultural sensitivity, and the ability to maintain a high level of confidentiality
2 years’ experience in an academic setting
Project management
Desirable Qualifications
Job Details
Company/Organization: New York University Abu Dhabi - NYUAD
Employment Type: Full-time Job
Job Functions: Administrative
Job Location: Abu Dhabi, United Arab Emirates
Application Deadline: N/A