Executive Assistant Finance American University of Sharjah
Full time @American University of Sharjah posted 10 months ago Shortlist Email JobJob Detail
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Job ID 10466
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Career Level Intermediate
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Experience Fresh
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Gender Female|Male
Job Description
The American University of Sharjah (AUS) is seeking a dynamic and experienced Executive Assistant to provide high level administrative support for the Finance Department reporting to the Director of Finance. The successful candidate will play a crucial role in ensuring the efficient operation of the Finance Department by managing the executive’s schedule, coordinating communications, and handling various administrative tasks. This role requires a proactive individual with exceptional organizational skills, attention to detail, be extremely fast at solving problems, multitasking, and the ability to maintain confidentiality.
Responsibilities of Executive Assistant Finance
- Executive Support: Manage and maintain the Director of Finance’s calendar, schedule appointments, and coordinate meetings.
- Prepare and organize materials for meetings when required.
- Handle all incoming communications, prioritize emails, and draft letters when necessary.
- Administrative Functions: Prepare audit requirements, letters and confirmations for banks and vendors.
- Communicate with banks and prepare bank letters to be sure all the information is updated regularly.
- Being the key contact with the government entities and external stakeholders in anything related to the Finance department.
- Responsible for all the purchasing requirement for the Finance Department.
- Assist the student accounts office during registration (answer calls, prepare letters, meet parents, reply to emails).
- Manage AUS Etisalat account and being the main contact with Etisalat for all AUS requests.
- Assist the new staff to get all the required access and office requirements.
- Manage the AUS online telephone extension billing system.
- Assist the accounts payable during the year end closing period.
- Provide finance related system training for new staff.
- Information Management: Maintain confidential records and files, ensuring efficient retrieval and organization.
- Compile and analyze data to assist in decision making processes.
- Manage and update departmental databases and contact lists.
- Responsible for the Finance web page and any financial information related to the Finance Department on AUS website; update and keep records.
- Communication And Liaison: Serve as a liaison between the Finance Department and other departments across the university.
- Communicate effectively and professionally with faculty, staff, students, and external partners.
- Coordinate and facilitate communication within the Finance Department.
- Event Coordination: Assist in planning and organizing departmental events and gatherings. Coordinate logistics for meetings, including room bookings, catering, and technical support.
Job Requirements of Executive Assistant Finance
- Bachelor’s degree in business administration, finance, or a related field.
- Proven experience as an executive assistant or in a similar role for a minimum 4 years
- UAE nationals are preferred.
Skills & Knowledge Desired
- Strong organizational and multitasking abilities.
- Excellent written and verbal communication skills in Arabic and English.
- Proficient in Microsoft Office Suite.
- Ability to handle sensitive information with discretion and confidentiality.
- Detail oriented and able to work independently.
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