JOB SUMMARY:

An Administrative Officer coordinates, oversees and performs a wide range of support activities, secretarial services, and confidential assignments for the Office of the COO. S/he is required to be detail-oriented, accountable, and able to work independently with limited guidance from the direct manager. S/he should also be able to multi-task and prioritize different assignments and requirements based on urgency.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Provides administrative support for the Office, such as screening and handling telephone and email communications.
• Organizes and facilitates meetings and special events; schedules and coordinates dates and times, venues, attendance, agendas.
• Takes minutes of meetings, and provides administrative support and follow-up on matters and actions arising from the meetings.
• Drafts and prepares written documents, policies and procedures, reports and correspondences for the office; screens and evaluates incoming inquiries and complaints and makes sure they are handled on time.
• Gathers, enters and updates data to maintain updated records and databases, as appropriate; establishes and maintains files and records for the Office.
• Keeps the petty cash of the office, coordinates and oversees the day-to-day management of supplies and equipment for the Office.
• Assists in the tasks related to committees that fall under the Office of the COO, in terms of follow-up on actions and progress reports.
• Coordinates with different offices and colleges on different requests and inquiries.
• Works closely with the EHS Officer and other internal and external stakeholders related to health and safety processes and standards.
• Maintains proper and updated documentation and records related to risk management across different offices; including risk register, incident reporting and remedial actions.
• Receives guests, schedules appointments, and provides all necessary administrative support activities related to the office.
• Prepares reports and presentations as needed.
• Performs miscellaneous job-related duties as assigned by the direct manager.

QUALIFICATIONS & EXPERIENCE:

• A bachelor degree in Business Administration or any other relevant field.
• A minimum of 3 years of experience related to the duties and responsibilities specified.
• Experience working within the academic environment is a plus.

KNOWLEDGE & SKILLS:

• Records maintenance skills.
• Strong interpersonal and communication skills and the ability to work effectively with staff from diverse communities.
• Ability to create, compose, and edit correspondence and other written materials in both languages.
• Good skills in organizing resources and establishing priorities.
• Ability to coordinate and organize meetings and special events.
• Integrity and professionalism.
• Knowledge of planning and scheduling techniques.
• Familiarity with office organization and optimization techniques.
• High level of multi-tasking and time management capability is preferable.
• Excellent Arabic and English verbal and written communication skills.
• Proficiency in MS Office applications.

Note: Only the shortlisted candidates will be contacted

Ajman University