Job Description

Administrative Assistant
Company: City University Ajman
Industry: Higher Education
Location: Ajman, UAE
Job Type: Full Time
About City University Ajman:
City University Ajman is a premier institution of higher education committed to providing quality academic programs and fostering an environment of innovation and excellence. We are dedicated to shaping the future leaders of tomorrow through a dynamic and supportive learning community.
Position Overview:
We are seeking a highly organized, proactive, and bilingual Administrative Assistant to join our team. The ideal candidate will be the first point of contact for many of the university's operations, providing essential clerical and administrative support to ensure the smooth and efficient running of the department. This role requires a professional with excellent communication skills, a keen eye for detail, and the ability to manage multiple tasks in a fast-paced academic environment.
Key Responsibilities:
Administrative and Clerical Support:

• Provide comprehensive administrative support to department heads and staff, including scheduling meetings, managing calendars, and making travel arrangements.
• Prepare, edit, and proofread a variety of documents such as correspondence, memos, reports, presentations, and spreadsheets using Microsoft Office Suite.
• Maintain an efficient filing system, both electronic and physical, for easy retrieval of documents.
• Handle incoming and outgoing mail and courier services.

Communication and Liaison:

• Serve as a primary point of contact for internal and external stakeholders, including students, faculty, and visitors, providing prompt and courteous assistance.
• Utilize strong bilingual (Arabic/English) skills to communicate effectively in both written and verbal forms.
• Answer, screen, and direct phone calls, taking accurate messages when necessary.
• Assist in drafting and distributing official communications and announcements.

Office Management:

• Monitor and manage office supplies inventory, placing orders as needed to ensure the office is well-stocked.
• Ensure the reception and common areas are tidy and presentable.
• Coordinate the maintenance and repair of office equipment.

Data Management and Organization:

• Utilize Microsoft Excel to create and maintain spreadsheets for data tracking, record-keeping, and reporting.
• Assist in organizing university events, meetings, and workshops, which may include preparing materials, coordinating logistics, and managing RSVPs.
• Demonstrate strong organizational efficiency by prioritizing tasks, meeting deadlines, and managing time effectively.

Additional Duties:

• Perform other related duties as assigned by management to support the daily operations and strategic goals of the university.

Requirements:

• Proficiency in Microsoft Office tools (Excel, Word, PowerPoint, Outlook) is essential.
• Bilingual with strong written and verbal communication skills in both English and Arabic.
• Proven relevant administrative experience.
• Exceptional attention to detail and a commitment to accuracy.
• High level of organizational efficiency and the ability to multitask.
• Professional demeanor and strong interpersonal skills.

Skills Required