• New York University Abu Dhabi Careers | Executive Assistant

    New York University Abu Dhabi Careers | Executive Assistant

    Location: Abu Dhabi - United Arab Emirates

    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

    • Desirable Qualifications

    • 2 years’ experience in an academic setting

    • Project management

    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