The American University of Sharjah (AUS) is seeking a dynamic and experienced Executive Assistant to provide high-level administrative support for the Finance Department reporting to the Director of Finance. The successful candidate will play a crucial role in ensuring the efficient operation of the Finance Department by managing the executive\'s schedule, coordinating communications, and handling various administrative tasks. This role requires a proactive individual with exceptional organizational skills, attention to detail, be extremely fast at solving problems, multitasking, and the ability to maintain confidentiality.

Job Responsibilities

Executive Support:

• Manage and maintain the Director of Finance\'s calendar, schedule appointments, and coordinate meetings.
• Prepare and organize materials for meetings when required.
• Handle all incoming communications, prioritize emails, and draft letters when necessary.

Administrative Functions:

• Prepare audit requirements, letters and confirmations for banks and vendors.
• Communicate with banks and prepare bank letters to be sure all the information is updated regularly.
• Being the key contact with the government entities and external stakeholders in anything related to the Finance department.
• Responsible for all the purchasing requirement for the Finance Department
• Assist the student accounts office during registration (answer calls, prepare letters, meet parents, reply to emails).
• Manage AUS Etisalat account and being the main contact with Etisalat for all AUS requests.
• Assist the new staff to get all the required access and office requirements.
• Manage the AUS online telephone extension billing system.
• Assist the accounts payable during the year end closing period.
• Provide finance related system training for new staff.

Information Management:

• Maintain confidential records and files, ensuring efficient retrieval and organization.
• Compile and analyze data to assist in decision-making processes.
• Manage and update departmental databases and contact lists.
• Responsible for the Finance web page and any financial information related to the Finance Department on AUS website; update and keep records.

Communication and Liaison:

• Serve as a liaison between the Finance Department and other departments across the university.
• Communicate effectively and professionally with faculty, staff, students, and external partners.
• Coordinate and facilitate communication within the Finance Department.

Event Coordination:

• Assist in planning and organizing departmental events and gatherings. Coordinate logistics for meetings, including room bookings, catering, and technical support.

Qualifications and Skills Required

• Bachelor\'s degree in business administration, finance, or a related field.
• Proven experience as an executive assistant or in a similar role for a minimum 4 years
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills in Arabic and English.
• Proficient in Microsoft Office Suite
• Ability to handle sensitive information with discretion and confidentiality.
• Detail-oriented and able to work independently.
• UAE nationals are 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