Executive Assistant (UAEN Preferred)

Job Purpose

Key Roles & Responsibilities

• Manage and perform all the activities including office management, implementation of procedures, process management, records management and diary management
• Complete a broad variety of administrative tasks for the President office including: managing an extremely active calendar of appointments, completing expense reports, composing and preparing correspondence, arranging complex and detailed travel plans, itineraries and agendas, and compiling documents for travel-related meetings
• Manage the President’s calendar, including scheduling meetings, events, and appointments, ensuring alignment with priorities.
• Work on coordinating the agenda of senior management team meetings on and off-sites, and all staff meetings
• Prepare briefing materials for meetings and engagements, ensuring the President is well-informed on relevant topics.
• Provide the President with data and insights for informed decision-making, including compiling and analyzing reports.
• Plan and oversee logistics for key university events and ceremonies, including commencements, receptions, and board meetings
• Coordinate procurement and resource allocation for office operations and events
• Ensure adherence to institutional and cultural protocols during official events and engagements.
• Oversee the travel arrangements, lodging, and meal planning as needed
• Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other related tasks
• drafting acknowledgement letters, personal correspondence, and other related tasks
• Develop and implement administrative systems as and when needed to increase efficiency
• Review and summarize miscellaneous reports and documents; preparing background documents as necessary
• Carry out effective communications management and maintain confidentiality
• Ensure protection, security and confidentiality of all files, records and reports
• Prioritize, channelize, and facilitate communication from other business units
• Attending Management, other meetings and taking minutes, as directed
• Adhere to the University's information security and confidentiality policies and procedures, and report breaches or other security risks accordingly
• Coordinate with other departments to facilitate the accomplishment of tasks and responsibilities, as and when needed
• Demonstrate a strong commitment and practice to maintaining a safe and healthy work environment.
• Perform any other tasks assigned by the Line Manager

Qualifications & Experience

• Bachelor’s degree in Business Administration or any other related field
• A minimum of 4 years of relevant experience