The Office of Board of Trustee Affairs is seeking a detail-oriented and proactive Administrative Assistant to support the Director of Board of Trustee Affairs effectively. This role will involve providing administrative support to ensure the efficient operation of the Board of Trustee Affairs office while also assisting in coordinating board-related activities and materials. The ideal candidate will possess strong organizational skills, excellent communication abilities, and the ability to multitask effectively. The candidate must be available to work a flexible schedule, including weekends and nights, as required by operational needs.

Job Responsibilities

Administrative Support

• Provide comprehensive administrative support to the Director.
• Handle office correspondence, including emails, letters, and phone calls.
• Serve as a point of contact for internal and external inquiries related to Board affairs, relaying messages and providing timely responses.
• Schedule and coordinate meetings, appointments, and travel arrangements for Board members and senior staff.
• Maintain and organize physical and electronic filing systems.

Office Management

• Ensure the smooth day-to-day operations of the Board of Trustee Affairs office.
• Handle office supply inventory, office budget, expenses, and financial records.
• Support the onboarding of new team members, if necessary.
• Implement and maintain efficient office systems and procedures.

Board Coordination

• Assist in preparing materials for Board meetings, including agendas, presentations, and reports.
• Maintain accurate records of Board meetings, Resolutions, and other relevant documents.
• Monitor and ensure the follow-up on action items that emerge from Board meetings, maintaining a comprehensive tracking system.
• Manage logistics of Board meetings, overseeing tasks such as scheduling, venue coordination, technology, catering, travel, RSVP, and all other relevant activities.
• Collaborate with internal and external auditors to facilitate audits related to governance practices and compliance.
• Help ensure compliance with regulatory requirements and organizational policies and procedures.
• Stay abreast of relevant regulations and governance policy changes.
• Uphold and promote ethical standards within the office while handling confidential information with discretion and professionalism.

Other duties as assigned to meet the needs of the department or organization.

Qualifications and Skills Required

• Bachelor\'s degree in Business Administration, Public Administration, or a related field.
• Proven track record in successful administrative roles, preferably in an academic or educational setting.
• Excellent organizational and time-management skills.
• Professional demeanor with solid communication and interpersonal skills.
• Meticulous attention to detail, particularly in preparing and maintaining accurate records.
• Discretion and the ability to handle sensitive information with confidentiality.
• Proficiency in Microsoft Office, Adobe Acrobat, and Google Suite.
• Fluency in English.
• UAE National preferred.

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