Admin Assistant

The Role

Admin Assistant Officer ________________________________________ Reception & Student Support
• Ensure the safety of the premises by controlling access to the building.
• Open and close the campus doors as per the rules.
• Report Students misconduct and remind Rules (Gaming Area, Lounge, etc).
• Ensure the best conditions of welcoming the visitors.
• Monitor the visitor records.
• Serve as the first point of contact for all student needs.
• Answer phone calls and handle enquiries related to student admissions.
• Respond to inquiries from French-speaking parents, students, and local students, forwarding French-language queries to a French-speaking colleague and directing local inquiries to the Admission Department.
• Provide fast responses to students' requests and lost & found inquiries.
• Organize and assist with student medical appointments when needed.

Requirements

Admin Assistant Officer ________________________________________ Reception & Student Support
• Ensure the safety of the premises by controlling access to the building.
• Open and close the campus doors as per the rules.
• Report Students misconduct and remind Rules (Gaming Area, Lounge, etc).
• Ensure the best conditions of welcoming the visitors.
• Monitor the visitor records.
• Serve as the first point of contact for all student needs.
• Answer phone calls and handle enquiries related to student admissions.
• Respond to inquiries from French-speaking parents, students, and local students, forwarding French-language queries to a French-speaking colleague and directing local inquiries to the Admission Department.
• Provide fast responses to students' requests and lost & found inquiries.
• Organize and assist with student medical appointments when needed. Administrative Support & Operations
• Oversee campus needs, including stocking stationery, cleaning supplies, water, and vending machines.
• Monitor and request refills for vending machines.
• Arrange and schedule monthly pest control services.
• Organize and manage the VP's calendar, including arrangements, hotel bookings, interviews, and expense reports.
• Coordinate with contractors for maintenance needs (broken furniture, leakages, etc.).
• Contact IDAMA and Tecom for related campus issues such as AC repairs or maintenance requests.
• Handle filing of documents like trade licenses and access permits.
• Prepare and submit payment requests, LPOs, and Special Approval to accounts for all suppliers, including for IT, administration, marketing, academic, and stationery needs.
• Assist with preparing and organizing exhibition materials (brochures, flyers, banners) in coordination with Admission Manager.
• Arrange logistics for campus events, seminars, workshops, and educational fairs, including booking transportation, hotels, and catering.
• Prepare external mission agreements, contracts, and documents for external consultants and adjunct faculty.
• Assist with HR tasks, including staff contract signings and preparing necessary documents for new staff onboarding. General Support
• Assist the Office Manager, VP, Dean, and staff with all required tasks, maintaining a polite and respectful attitude.
• Provide assistance to the Learning Center with orders for books and materials.
• Support faculty needs related to academic departments, including printing exam sheets and managing course-related documents.
• Supporting the departments: o Events & Marketing o Admissions & Recruitment o Academic o Finance o Learning Resource Center (LRC)

About the company

EM Normandie in the UAE is locally accredited by the Ministry of Education through the CAA, and internationally by the EQUIS, AACSB and AMBA.