Executive Assistant Finance American University of Sharjah

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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