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Administrative Liaison

2 months ago

Sharjah, Sharjah, United Arab Emirates American University of Sharjah Full time
Job Summary

The American University of Sharjah seeks a highly skilled and experienced Executive Assistant to provide comprehensive support services to the Executive Director of Employee Services. This is a key role that requires a proactive and confidential executive support specialist to serve as the primary contact for queries related to Employee Services.

Key Responsibilities
  • Administrative Support: Provide seamless support and assistance to the Executive Director with day-to-day tasks, including diary scheduling, preparation of meeting papers and correspondence, receiving visitors, and records management.
  • SharePoint Management: Periodically edit and update the SharePoint page for all the units of Employee Services.
  • Reporting and Presentations: Work closely with the Executive Director in preparation of Board of Trustees reports and presentations.
  • Financial Management: Oversee and manage Employee Services budget and liaise with the Budget Office if allocations are required.
  • Policy and Procedure Management: Update and maintain the HR Policy manual, New Faculty Orientation, and any other official documents.
  • Document Signing: Sign documents on behalf of the Executive Director with proper approval.
  • Reporting and Compliance: Coordinate with the team in providing and preparing reports for MOE, Sharjah Human Resources, and other accreditation entities.
  • Regulatory Compliance: Help ensure compliance with relevant regulatory requirements and organizational policies and procedures.
  • Communication: Responsible for sending official communications to the community through email.
  • Template Management: Maintain and manage letter templates for the Employee Services unit, ensuring alignment with AUS branding.
  • Confidentiality: Manage sensitive information and material with the highest level of discretion and confidentiality.
  • Organizational Support: Assist with designing filing systems and assigning and monitoring clerical functions.
  • Problem-Solving: Exercise individual judgment while dealing with potential or real troubles on own initiative and bring them to the Executive Director's attention if needed.
  • Procurement: Responsible for banner system requisitions, such as stationary and other HR-related purchases, i.e., office equipment, training & conference requests, subscriptions, and accreditations.
  • Customer Service: Serve as a point of contact for internal and external inquiries related to Employee Services, relaying messages and providing timely responses.
  • Additional Responsibilities: Assume other responsibilities assigned by the Executive Director.
Qualifications and Skills
  • Education: Bachelor's degree in business administration or related field.
  • Experience: Proven experience working as an Executive Assistant supporting senior management.
  • Skills: Demonstrated experience representing senior management and providing seamless administrative support including office management, diary management, event preparation, records management, fiscal affairs, and project coordination.
  • Personal Qualities: Forward-looking thinker, with a can-do attitude who actively seeks opportunities and proposes solutions.
  • Customer Focus: Ability to drive improvements with a passion for customer service excellence.
  • Relationship Building: Ability to build rapport and manage effective stakeholder relationships and communicate effectively with management at all levels of the organization.
  • Organizational Skills: Ability to organize a daily workload by priorities and meet deadlines in a fast-paced, quickly changing environment.
  • Problem-Solving: A proactive approach to problem-solving with strong decision-making skills.
  • Technical Skills: In-depth working knowledge of the entire MS Office Suite.
  • Confidentiality: Ability to handle confidential information with professional discretion.
  • Language Skills: Professional level verbal and written communication skills in English and Arabic.