About the job

Position Summary

UAE Nationals are encouraged to applyNew York University Abu Dhabi (NYUAD) seeks to appoint a Administrative Coordinator within the Social Science reporting to Assistant Manager, Social Science Operations and Executive Assistant.Key Responsibilities

Organize yearly conferences, 9 weekly seminars for the 4 divisional programs and the 9 research clusters (approximately 10 conferences and 120 individual seminars in 1 AY) and all the other ad hoc events in the Division (i.e. book launch and workshops)

• Coordinate with conference conveners, 7 seminar conveners and 9 cluster directors for the specific requirements of their events

• Coordinate with approx. 120 external speakers in a year for their travel arrangements (flight, accommodation, and airport transfers)

• Coordinate with approx. 200 external conference participants in a year for their travel arrangements (flight, accommodation, and airport transfers)

• Coordinate with 120 seminar speakers for their presentation papers and photos

• Create 120 posters for all the events

• Send out 120+ calendar invites

• Manage the contact list/recipients of the calendar invite for each event

• Arrange campus visitor passes and create name plates for the visitors

• Host the external seminar speakers/conference participants and assist with any of their queries while they are at NYUAD campus

• Organize 100+ meeting schedules between the external speaker and the faculty

• Book the venue for all events in the EMS system

• Request catering and facilities assistance for all events

• Assist speakers with the AV system for each event

• Arrange dinner reservations for post-seminar dinners

Organize the Open house, Capstone works in progress, and Capstone festival for the 4 programs of the Division

• Coordinate with the Program Heads for their event requirement and execute the tasks (booking the venue, requesting catering, working with facilities, AV, and the photographers)

• Coordinate with the Capstone mentors and the students for their papers/presentations

Budget management of the expenses for all the seminars and events

• Ensure accurate data entry for all flight, accommodation, airport transfers, catering and dinner expenses of all events in the events tracker

• Reconcile the expenses between the tracker and UDW+

• Data management of all transactions, saving of documents in the network drive

Train and supervise the student assistants

Qualifications

Required Education:

• High school diploma or equivalent

Required Experience

• 2 years strong administrative experience, managing multiple travel itineraries, schedules, arrangements

• Understanding the fundamentals of event planning, including logistics, budgeting, and scheduling

• Exceptional organizational skills to manage multiple tasks and details simultaneously

• Strong written and verbal communication skills

• Problem-solving skills: The ability to quickly address unexpected issues or changes during events

• Budgeting: Financial management skills to create and stick to budgets

• Time Management: Effectively managing time to meet deadlines and ensure events run smoothly

• Teamwork, Stress Management, Attention to Detail

• Crisis Management: Knowing how to handle emergencies or unexpected situations during events

Preferred Experience

• PA/Executive Assistant or team assistant to senior stakeholders responsible for multiple schedule and travel managements, supervisory and training of junior temporary staff

How to apply:

• Please click on the box "Im Interested" and upload your resume or "Easy Apply"

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