The Administrative Assistant will support the Executive Director of ICT and IT Security and perform a wide range of complex office administration. The position will serve as the primary contact for the unit and will triage incoming communications to ensure operational effectiveness.

Job Responsibilities and Key Accountabilities

• Provide a wide range of complex office administration and support to the Executive Director of ICT and IT Security, including subject research, information gathering and analysis, document and communications reviews.
• Receive and triage incoming communications to appropriate staff, facilitate response or action and monitor follow up to ensure completion.
• Maintain the Executive Director\'s appointment schedule by planning and scheduling meetings, conferences, teleconferences.
• Provide meeting support including preparation, conducting research and accurately recording minutes from meetings and follow up of actions.
• Liaise and support ICT & IT Leadership Team and attend daily meetings.
• Support the Executive Director and wider team with staff travel and hotel arrangements, including appropriate authorization and reimbursement of expenses.
• Provide event support and planning, including retreats, meetings, staff events. This includes logistical research and planning, communication, day-of support, and invoice/billing management.
• Welcome guests and customers by greeting them, in person or on the telephone, and answering or directing inquiries.
• Prepare reports by collecting and analyzing information from a variety of sources.
• Provide historical reference by developing, maintaining and utilizing filing and retrieval systems and recording meeting discussions
• Provide project support by assigning work to clerical staff and following up on results.
• Contribute on occasion, to managing excessive workloads by adopting a project coordination role or taking responsibility for a project work stream to deliver a critical outcome
• Develop, implement and administer departmental office systems and procedures. Establish office procedures, policies and operations. Interpret and communicate policies and processes.
• In partnership with Executive Director and members of the ICT leadership team, continually look for ways to evolve and improve operational efficiency of systems and processes affecting staff and office operations.
• Maintain the office budget, petty cash, reimbursements and key account invoices and execute requisitions, seek delegated approvals and payment follow-up through Finance.
• Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; and verifying receipt of supplies.
• Support Executive Director of ICT with procurement requirements (Requisition, approvals, follow-up )
• Act as departmental System Administrator, including staff leave approvals, amendments, leave forecasts, and telephone bill management as per HR policy.
• Maintain IT conference/training room bookings and request other AUS rooms when required.
• Maintain customer confidence and protects operations by keeping information confidential.

Qualifications and Experience Required

• Degree and/or significant office management experience with a minimum of three years\' relevant experience in the administrative field.
• A self-starter with a high degree of energy and careful attention to detail. Strong sense of initiative and a process-improvement mindset.
• Highly flexible, creative problem solver, with a strong ability to multitask.
• Excellent oral and written communication skills in English.
• Strong interpersonal skills.
• Execute and exhibit good judgment. High level of professionalism.
• Superb organizational and time-management skills.
• Excellent computer skills; proficiency or advanced skill in Microsoft Suite (Word, Excel, PowerPoint and Outlook) and experience with data management.
• A demonstrated ability to plan effectively, but the flexibility to handle the unexpected.
• High tolerance for ambiguity, changing work priorities and deadlines and a willingness to take on responsibilities and to prioritize own work on multiple projects.
• Strong commitment to the mission and goals of the organization. Aware of and able to navigate diverse cultural backgrounds.
• UAE national preferred

Preferred Qualifications

• Any other relevant experience in an academic/higher education environment.

How to Apply

• Interested applicants should fill out the

. * AUS alumni are encouraged to apply. Applicants who do not meet specified requirements will not be shortlisted. Only shortlisted candidates will be contacted.

• AUS is an equal opportunity employer. We adhere to a policy of making employment decisions without regard to race, color, age, gender, religion, national origin, disability or marital status. Opportunities for employment are based solely upon one\'s qualifications.

American University of Sharjah