Administrative Assistant for Research Institute

4 weeks ago


Abu Dhabi, Abu Dhabi, United Arab Emirates Talent Pal Full time
Job Summary

We are seeking an Administrative Assistant to support the Research Institute at NYU Abu Dhabi. The successful candidate will provide administrative support to the Manager of Operations Research Institute and be responsible for a wide range of administrative office duties.

Key Responsibilities
  • Coordinate internal meetings and special events for the Office and RI administration
  • Assist with travel booking for external guests and provide logistical support while at NYUAD
  • Assist in planning and coordinating RI center Reviews
  • Receive, respond to, and/or forward emails sent to the research email alias
  • Assist in planning and coordinating Request for Proposals (RFP)
Meetings and Events
  • Assist in the coordination of small and large-scale meetings, maintaining calendars, RI project reviews, RFP site visits, and presentations
  • Provide logistical support with booking travel and accommodation, extending invitations, and scheduling meetings, creating dockets, arranging catering and AV support, and taking minutes at meetings
Finance and Budget
  • Manage purchasing needs of the Office and RI administration expenditure
  • Process honorarium payments, invoices, employee and consultant reimbursements, raise requisitions in ePRO, and other financial transactions, assemble financial data in order to analyze current budgets for year-end
Data Management and Reporting
  • Maintain hard and electronic copies of confidential files and manage databases (e.g. MOUs, personnel summer salary requests, progress reports)
  • Maintain records on RI activities, highlights, and achievements, and coordinate monthly activity reports
  • Coordinate data gathering efforts and assist in the preparation of reports and presentations
  • Maintain space records for RI centers
Qualifications
  • Bachelor's Degree or equivalent
  • 3 years of experience in a comparable position with a proven record of working within and coordinating administrative services
  • Superior written and oral communication skills in English
  • A capacity to work within complex organizational structures, being customer-facing and quality of service-oriented
  • A high standard of computing and internet skills
  • Be professional, resourceful, and use initiative in a team environment, showing mid-level leadership capabilities, having exceptional discretion, confidence, and communication skills

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