Job Description

About the job

Position Summary

UAE Nationals are encouraged to applyNew York University Abu Dhabi (NYUAD) seeks to appoint a Administrative Coordinator within the Social Science reporting to Assistant Manager, Social Science Operations and Executive Assistant.Key Responsibilities

Organize yearly conferences, 9 weekly seminars for the 4 divisional programs and the 9 research clusters (approximately 10 conferences and 120 individual seminars in 1 AY) and all the other ad hoc events in the Division (i.e. book launch and workshops)

Coordinate with conference conveners, 7 seminar conveners and 9 cluster directors for the specific requirements of their events

Coordinate with approx. 120 external speakers in a year for their travel arrangements (flight, accommodation, and airport transfers)

Coordinate with approx. 200 external conference participants in a year for their travel arrangements (flight, accommodation, and airport transfers)

Coordinate with 120 seminar speakers for their presentation papers and photos

Create 120 posters for all the events

Send out 120+ calendar invites

Manage the contact list/recipients of the calendar invite for each event

Arrange campus visitor passes and create name plates for the visitors

Host the external seminar speakers/conference participants and assist with any of their queries while they are at NYUAD campus

Organize 100+ meeting schedules between the external speaker and the faculty

Book the venue for all events in the EMS system

Request catering and facilities assistance for all events

Assist speakers with the AV system for each event

Arrange dinner reservations for post-seminar dinners

Organize the Open house, Capstone works in progress, and Capstone festival for the 4 programs of the Division

Coordinate with the Program Heads for their event requirement and execute the tasks (booking the venue, requesting catering, working with facilities, AV, and the photographers)

Coordinate with the Capstone mentors and the students for their papers/presentations

Budget management of the expenses for all the seminars and events

Ensure accurate data entry for all flight, accommodation, airport transfers, catering and dinner expenses of all events in the events tracker

Reconcile the expenses between the tracker and UDW+

Data management of all transactions, saving of documents in the network drive

Train and supervise the student assistants

Qualifications

Required Education:

High school diploma or equivalent

Required Experience

2 years strong administrative experience, managing multiple travel itineraries, schedules, arrangements

Understanding the fundamentals of event planning, including logistics, budgeting, and scheduling

Exceptional organizational skills to manage multiple tasks and details simultaneously

Strong written and verbal communication skills

Problem-solving skills: The ability to quickly address unexpected issues or changes during events

Budgeting: Financial management skills to create and stick to budgets

Time Management: Effectively managing time to meet deadlines and ensure events run smoothly

Teamwork, Stress Management, Attention to Detail

Crisis Management: Knowing how to handle emergencies or unexpected situations during events

Preferred Experience

PA/Executive Assistant or team assistant to senior stakeholders responsible for multiple schedule and travel managements, supervisory and training of junior temporary staff

How to apply:

Please click on the box "Im Interested" and upload your resume or "Easy Apply"

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