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Assistant to Vice President of Administrative and Financial Affairs
1 month ago
Job DetailsAbout the RoleThe American University in the Emirates (AUE) is seeking a highly organized, professional, and detail-oriented Assistant to the Vice President of Administrative and Financial Affairs (VPAFA) to provide high-level executive support. The ideal candidate will possess exceptional organizational skills, strong discretion, and the ability to manage multiple priorities efficiently in a dynamic environment.This role serves as the primary point of contact between the Vice President and internal/external stakeholders, ensuring seamless communication, effective time management, and smooth coordination of administrative and financial activities.Key responsibilities include:Managing data collection and analysis to support strategic decision-making.Collaborating with academic and administrative units to enhance operational efficiency.Ensuring compliance with university policies and global/regional ranking criteria.The successful candidate will play a vital role in advancing AUE’s vision of fostering educational excellence and community engagement.Qualifications & EducationBachelor’s degree in Business Administration, Management, or a related field preferred.Proven experience as a Personal Assistant, Executive Assistant, or in a similar administrative role.Adaptability to university software systems and administrative processes.Knowledge of academic organization structures and corporate welfare issues.Strong organizational and time-management skills with the ability to prioritize tasks.Excellent written and verbal communication skills in both English and Arabic (bilingual preferred).High level of discretion and professionalism when handling sensitive information.Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.Ability to work independently and as part of a team.Well-educated with a presentable personality, professional attitude, and classy demeanor, especially when interacting with stakeholders in the higher education sector.Familiarity with the processes and administrative protocols of the higher education sector.Deep understanding of the workings and flow of institutes of higher education, including the effective functioning of academic organizations and corporate welfare issues.Work EnvironmentThe position is based on the American University in the Emirates campus in Dubai International Academic City.Travel to conferences and workshops related to rankings and institutional effectiveness may be required.Key ResponsibilitiesAdministrative Support:Assist the Vice President in planning and organizing the yearly schedule for all administrative departments, divisions, and offices.Manage and maintain the Vice President’s calendar, including scheduling meetings, appointments, and travel arrangements.Screen and prioritize emails, phone calls, and correspondence, responding when appropriate.Prepare reports, presentations, and briefing materials for meetings.Coordinate and organize internal and external meetings, including preparing agendas, taking minutes, and following up on action items.Handle confidential information with integrity and discretion.Communication and Liaison:Act as the primary point of contact between the Vice President and internal/external stakeholders.Liaise with departments, executives, and external stakeholders to facilitate communication and project execution.Ensure appropriate protocol is implemented for the Office of the VPAFA when dealing with senior management and other official bodies.Financial and Operational Support:Assist in budget preparation, expense tracking, and financial reporting as required.Ensure alignment of AUE policies and procedures with accepted financial best practices to manage and monitor fiscal resources.Serve as a secondary reviewer for officers' and contract activities (background in finance preferred).General Duties:Perform general administrative duties, including filing, data management, and office organization.Ensure a high level of professionalism and flexibility in supporting the Vice President's dynamic schedule and responsibilities.Occasional travel may be required.Flexibility in working hours to accommodate the Vice President’s schedule.#J-18808-Ljbffr
