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Administrative Assistant (Fixed Term for 6 months)

New York University Abu Dhabi
United Arab Emirates
Salary Not Specified
Date posted
Nov 7, 2023

NYU Abu Dhabi is pioneering a new model of higher education for a global world, dedicated to excellence in teaching and research and to advancing cooperation and progress on humanity?s shared challenges. Drawing on the strengths of the NYU global network, it offers an outstanding liberal arts and sciences education to students from the United Arab Emirates, the United States, and around the world, with a distinctive focus on intercultural understanding and leadership. It supports innovative research and graduate education programs that push forward the frontiers of knowledge and respond in powerful and interdisciplinary ways to vital global and local challenges.

Position Summary

UAE Nationals are encouraged to apply

New York University Abu Dhabi (NYUAD) seeks to appoint an Administrative Assistant in a temporary capacity.

The administrative assistant must be a highly motivated, organized and professionally adept assistant to assume administrative duties and individual project based work. Responsibilities include scheduling, reimbursements, event planning and logistics of event management and basic administrative tasks related to the scope of the office.

The ideal candidate will be mission driven, have a demonstrated commitment to excellence, the ability to work with a high level of professionalism, have excellent communication skills, maturity and the ability to multitask in a fast paced work environment. Attention to detail is critical.

Key Responsibilities:
  • Manage office calendar, contacts and database information
  • Schedule appointments, maintain individual and/or department calendar, and make arrangements for meetings and travel
  • Schedule and provide support for meetings, including videoconferences and also manage travel booking, raising PO and other related duties
  • Serve as liaison and coordinate as needed between the needed departments
  • Coordinate and manage room bookings, catering requests, poster display and AV requirements in timely manner
  • Responsible for taking agendas and minutes of departmental meetings and as directed by the unit lead
  • Respond to calls and requests for information
  • Review and process mail, correspondence and internal documentation
  • Manage and support any delegations and business visitors related to the executive's functional responsibility
  • Screen visitors to determine how to help or direct them to the appropriate person or office
  • Maintain electronic confidential files and records and document management/retrieval systems in NYUAD Google folders and NYU Box
  • Maintain inventory of general office supplies
  • Establish a monitoring and status-of-work reporting system regarding ongoing office projects
  • Perform other clerical duties: photocopy and fax materials, process forms, maintain office files and records, pick up/deliver mail and materials
  • Maintain inventory of stationery items and order of general office supplies to the facilities team

Required Education:
  • Bachelors Degree
  • IELTS score of 6.0 or higher
  • GPA of 3.0 or higher
Required Experience:
  • Demonstrated ability to collaborate with constituents across the university
  • Excellent communication skills (oral, written and presentation)
  • Familiarity and experience working with faculty and academic staff
  • Fluent written and spoken English
  • Proficiency with MS Word, Excel, Powerpoint
  • Familiarity with Google Suite
  • Self motivated, ability to multitask
  • Flawless email etiquette
  • Demonstrated analytical skills; attention to detail is important

Other Information About NYUAD

NYU Abu Dhabi is a degree-granting research university with a fully integrated liberal arts and science undergraduate program in the Arts, Sciences, Social Sciences, Humanities, and Engineering. NYU Abu Dhabi, NYU New York, and NYU Shanghai, form the backbone of NYU’s global network university, an interconnected network of portal campuses and academic centers across six continents that enable seamless international mobility of students and faculty in their pursuit of academic and scholarly activity. This global university represents a transformative shift in higher education, one in which the intellectual and creative endeavors of academia are shaped and examined through an international and multicultural perspective. As a major intellectual hub at the crossroads of the Arab world, NYUAD serves as a center for scholarly thought, advanced research, knowledge creation, and sharing, through its academic, research, and creative activities.

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