Administration Assistant

Khalifa University is a world-class, research-intensive institution in Abu Dhabi, the capital city of the United Arab Emirates (UAE). The University’s mission is to seamlessly integrate research and education to produce world leaders and critical thinkers in science, engineering, and medicine, and also to be a catalyst towards Abu Dhabi’s 2030 vision for a knowledge-based economy. Khalifa University has two campuses in the city of Abu Dhabi – the KU Main Campus and the Sas Al Nakhl Campus, the latter housing two of KU’s flagship research institutes: Masdar Institute and Petroleum Institute.

The Administrative Assistant is responsible for providing administrative support on academic matters and support services that includes various types of communication, answering queries, scheduling visitors, coordination of mail pickup and delivery, arranging courier services, scheduling meeting rooms, travel and accommodation bookings, and etc.

• Support all the activities including office management, implementation of procedures, process management, records management, and diary management. 
• Enhance and implement administrative systems as and when needed to increase efficiency. 
• Coordinate the Line Manager’s various projects and initiatives and follow through on issues in a timely manner. 
• Review and summarize miscellaneous reports and documents; preparing background documents as necessary. 
• Assist the Line Manager’s in preparing presentation materials. 
• Perform effective communications management of the Line Manager’s office while maintaining confidentiality. 
• Effectively design, maintain and update the filing system. 
• Ensure the protection, security and confidentiality of all files, records, and reports. 
• Responsible for heavy calendar management requiring interaction with both internal and external executives, stakeholders, as well as consultants. 
• Arrange travel schedule and reservations for the Line Manager. 
• Manage all incoming mail and identify items that require priority attention of the Line Manager. 
• Receive and screen all communications for the Line Manager including telephone calls and e-mail messages. 
• Prioritize, channel, and facilitate communications from other business units. 
• Independently respond to letters and general correspondence of a routine nature.
• Organize and maintain the layout of the office and maintain the supplies. 
• Attend Management meetings and other meetings and taking minutes, as directed. 
• Adhere to the University’s information security and confidentiality policies and procedures. 
• Coordinate with other departments to facilitate the accomplishment of tasks and responsibilities, as and when needed. 
• Perform any other tasks assigned by the Line Manager. 
• Report breaches or other security risks accordingly.

Required Qualification

• An Associate degree or diploma in a related field.

Required Experience

• Expats: A minimum of 3 years of relevant experience.
• UAE Nationals: A minimum of 0-1 year of relevant experience.