Administrative Assistant

American University; Dubai; On-site; AED 60,000 - 80,000; Full time

Job summary

The American University in the Emirates in Dubai is hiring an Administrative Assistant to support various departments. The candidate will ensure smooth day-to-day operations and facilitate effective communication among stakeholders.

Candidates should possess a Bachelor's degree, 2-4 years of relevant experience, and excellent organizational skills. Proficiency in Microsoft Office is essential, along with discretion and strong written and verbal communication abilities.

Qualifications

• Minimum 2–4 years of experience in an administrative support role.
• Familiarity with university administrative procedures is preferred.
• Strong written and verbal communication skills in English.

Responsibilities

• Provide administrative support to assigned departments.
• Manage schedules, appointments, and meetings.
• Coordinate communication between departments.

Skills

Organizational skills

Attention to detail

Discretion

Customer service skills

Adaptability

Education

Bachelor's degree in Business Administration or related field

Tools

Microsoft Office Suite

Job description

Job Purpose

The American University in the Emirates (AUE) is seeking a highly organized, professional, and detail-oriented Administrative Assistant to provide comprehensive administrative and operational support to assigned departments and offices within the University.

The successful candidate will be responsible for ensuring the smooth day-to-day operation of administrative activities, facilitating effective communication among stakeholders, maintaining records and documentation, and supporting departmental initiatives. The role requires strong organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a dynamic academic environment.

Qualifications & Education

• Bachelor's degree in Business Administration, Management, or a related field preferred.
• Minimum 2–4 years of experience in an administrative support role, preferably within a higher education institution or corporate environment.
• Familiarity with university administrative procedures and office operations is preferred.
• Excellent organizational and time-management skills with the ability to prioritize tasks effectively.
• Strong written and verbal communication skills in English; Arabic language skills are an advantage.
• High level of professionalism, integrity, and discretion when handling confidential information.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office productivity tools.
• Ability to work independently and collaboratively within a team environment.
• Strong interpersonal and customer service skills.
• Adaptability and willingness to learn new systems and technologies.

Work Environment

• The position is based at the American University in the Emirates campus in Dubai International Academic City.
• Occasional attendance at university events, workshops, and meetings may be required.
• Flexibility in working hours may be required to support departmental needs and university activities.

Key Responsibilities

Administrative Support

• Provide administrative support to assigned departments and staff members.
• Manage schedules, appointments, meetings, and departmental calendars as required.
• Prepare correspondence, reports, presentations, and other administrative documents.
• Organize and maintain filing systems, records, and databases in both electronic and physical formats.
• Coordinate meetings, prepare agendas, record minutes, and follow up on action items.
• Assist with data collection, data entry, and report preparation.
• Handle confidential documents and information with discretion and professionalism.
• Monitor office supplies and coordinate procurement requests when necessary.

Communication and Coordination

• Serve as a point of contact for students, faculty, staff, and external stakeholders.
• Respond to inquiries and direct requests to the appropriate personnel.
• Coordinate communication between departments and assist in facilitating administrative processes.
• Support the organization of university events, workshops, seminars, and meetings.

Operational Support

• Assist in maintaining departmental records and ensuring compliance with university policies and procedures.
• Support budget tracking, invoice processing, and administrative documentation when required.
• Assist with departmental projects and special assignments.
• Contribute to the efficient operation of office activities and administrative workflows.

General Duties

• Maintain accurate records and documentation.
• Ensure a professional and welcoming office environment.
• Assist with the preparation and distribution of departmental communications and reports.
• Support departmental and university initiatives as assigned.
• Perform other duties as assigned by the direct supervisor.