The Administrative Assistant at American University of Sharjah is responsible to support the Executive Director of ICT and IT Security and perform a wide range of complex office administration. The position will serve as the primary contact for the unit and will triage incoming communications to ensure operational effectiveness.

Responsibilities of Administrative Assistant

• Provide a wide range of complex office administration and support to the Executive Director of ICT and IT Security, including subject research, information gathering and analysis, document and communications reviews.
• Receive and triage incoming communications to appropriate staff, facilitate response or action and monitor follow up to ensure completion.
• Maintain the Executive Director’s appointment schedule by planning and scheduling meetings, conferences, teleconferences.
• Provide meeting support including preparation, conducting research and accurately recording minutes from meetings and follow up of actions.
• Liaise and support ICT & IT Leadership Team and attend daily meetings.
• Support the Executive Director and wider team with staff travel and hotel arrangements, including appropriate authorization and reimbursement of expenses.
• Provide event support and planning, including retreats, meetings, staff events. This includes logistical research and planning, communication, day of support, and invoice/billing management.
• Welcome guests and customers by greeting them, in person or on the telephone, and answering or directing inquiries.
• Prepare reports by collecting and analyzing information from a variety of sources.
• Provide historical reference by developing, maintaining and utilizing filing and retrieval systems and recording meeting discussions.
• Provide project support by assigning work to clerical staff and following up on results.
• Contribute on occasion, to managing excessive workloads by adopting a project coordination role or taking responsibility for a project work stream to deliver a critical outcome.

What Will You Do More

• Develop, implement and administer departmental office systems and procedures. Establish office procedures, policies and operations.
• Interpret and communicate policies and processes.
• In partnership with Executive Director and members of the ICT leadership team, continually look for ways to evolve and improve operational efficiency of systems and processes affecting staff and office operations.
• Maintain the office budget, petty cash, reimbursements and key account invoices and execute requisitions, seek delegated approvals and payment follow up through Finance.
• Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; and verifying receipt of supplies.
• Support Executive Director of ICT with procurement requirements (Requisition, approvals, follow up).
• Act as departmental System Administrator, including staff leave approvals, amendments, leave forecasts, and telephone bill management as per HR policy.
• Maintain IT conference/training room bookings and request other AUS rooms when required.
• Maintain customer confidence and protects operations by keeping information confidential.

Job Requirements of Administrative Assistant

• Degree and/or significant office management experience with a minimum of three years relevant experience in the administrative field.
• Excellent computer skills; proficiency or advanced skill in Microsoft Suite (Word, Excel, PowerPoint and Outlook) and experience with data management.
• Any other relevant experience in an academic/higher education environment.
• UAE national preferred.

Skills & Knowledge Desired

• A self starter with a high degree of energy and careful attention to detail.
• Strong sense of initiative and a process improvement mindset.
• Highly flexible, creative problem solver, with a strong ability to multitask.
• Excellent oral and written communication skills in English.
• Strong interpersonal skills.
• Execute and exhibit good judgment.
• High level of professionalism.
• Superb organizational and time management skills.
• A demonstrated ability to plan effectively, but the flexibility to handle the unexpected.
• High tolerance for ambiguity, changing work priorities and deadlines and a willingness to take on responsibilities and to prioritize own work on multiple projects.
• Strong commitment to the mission and goals of the organization.
• Aware of and able to navigate diverse cultural backgrounds.

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