American University in the Emirates
American University in the Emirates (AUE) is actively inviting applicants for job position of an Office Assistant for Administrative & Financial Affairs. The job is based in Dubai and desirous candidates fullfilling the eligibity criteria can apply at this position to be part of globally renowned university.
Job Purpose of Office Assistant
Ensuring the smooth functioning of the office, maintaining records, coordinating schedules, and assisting with administrative and non administrative tasks.
Responsibilities of Office Assistant
- Ensures appropriate protocol is implemented for the Management Office when dealing with senior management and other official bodies.
- Assist in managing calendars, scheduling appointments, and coordinating meetings, ensuring optimal time management and prioritization.
- Prepare and distribute correspondence, memos, reports, and presentations as requested.
- Maintain and organize physical and digital files, records, and documents, ensuring accuracy, confidentiality, and easy retrieval.
- Maintains an up-to-date and accurate filing system of all documents received through the Division Head Office.
- Maintains and confirms the Division Head’s diary in cooperation with other Offices / Departments / Colleges.
- Manage incoming and outgoing communications, including answering and screening phone calls, taking messages, and responding to emails in a professional and timely manner.
Greet and assist visitors, ensuring a positive and welcoming experience.
- Coordinate travel arrangements, including flight bookings, hotel reservations, and transportation logistics for team members as needed.
- Assist with preparing and reviewing expense reports, ensuring accuracy and adherence to company policies.
- Support the management team in preparing for meetings, including compiling relevant materials, conducting research, and creating presentations.
- Monitor and manage office supplies inventory, placing orders when necessary and ensuring adequate stock levels.
- Collaborate with other team members to coordinate and execute company events, meetings, and special projects.
- Manages simultaneous projects ensuring timely and effective delivery.
- Uphold strict confidentiality in handling sensitive information and documents.
- Bachelor Degree in Business Administration, Media and comunication or related field.
- At least 2 years experience in an educational institution.
Skills & Knowledge Desired
- Ability to multi task.
- Preferably bilingual. (speaks English and Arabic fluently)
- Excellent with English writing including minutes or meetings, reports and emails.
- Very high degree of independence, responsibility, and judgment.
- Maintains a professional image and relationships with faculty/students and all stakeholders.
- Must maintain confidentiality.
- Accountable for the smooth running of the office, with all administrative responsibilities and tasks.
- Effectively resolves daily matters independently.
- Knowledge of University programs and operations including Administrative and Academic affairs is preferred.