Administrative Officer- Office of Vice Chancellor

Management Solutions International MSI; Ajman; On-site; AED 60,000 - 120,000; Full time

Job summary

A leading management consultancy in the United Arab Emirates is seeking an experienced administrative officer to coordinate various support activities for the Office of the Chancellor. Candidates should have a Bachelor’s degree in business administration or a related field, with 3-5 years of relevant experience. Fluency in English and Arabic is essential. The role includes managing communications, organizing meetings, and providing administrative support to stakeholders.

Qualifications

• 3-5 years of experience directly related to the specified duties and responsibilities.

Responsibilities

• Coordinates various support activities and secretarial services.
• Provides administrative support to stakeholders and manages communications.
• Organizes meetings and special events, managing all logistical aspects.
• Prepares documents and correspondence for the office.
• Handles travel arrangements for the office.
• Maintains records and databases efficiently.
• Guides newly appointed junior staff and trainees.

Skills

Strong organizational skills

Strong interpersonal and communication skills

Ability to create and edit written materials

Ability to coordinate and organize meetings

Excellent customer service skills

Database management skills

Knowledge of planning and scheduling techniques

Leadership and guidance capabilities

Fluency in English

Fluency in Arabic

Education

Bachelor’s degree in business administration or a related field

Job description

Overview

SUMMARY OF FUNCTIONS: Coordinates, oversees, and/or performs various support activities, secretarial services, and confidential assignments for the Office of the Chancellor.

Responsibilities

• Provides support to all stakeholders, including faculty, staff, students, and others, by screening and handling telephone communications, greeting and directing visitors, and addressing administrative issues and inquiries.
• Organizes and facilitates meetings and special events, scheduling and coordinating dates, times, venues, attendance, agendas, and facilities. Takes minutes and provides administrative support and follow-up on matters arising from meetings.
• Composes and prepares documents and correspondence for the office; handles incoming and outgoing correspondence and prepares responses as appropriate.
• Drafts, prepares, and edits presentations as requested.
• Translates documents from Arabic to English and vice versa.
• Handles the travel arrangements for the office.
• Gathers, enters, and updates data to maintain the office’s records and databases, as appropriate; establishes and maintains the filing system / archive of the office.
• Guides and oversees the work of newly appointed junior staff and / or trainee students when engaged in related support activities.
• Orders, replenishes, and maintains office supplies and equipment.
• Enhances professional growth and development through participation in educational programs, in-service meetings, and workshops.
• Performs miscellaneous job-related duties as assigned.

Qualifications & Experience

• Bachelor’s degree in business administration or a related field.
• 3- 5 years of experience directly related to the duties and responsibilities specified.

Knowledge & Skills

• Strong organizational skills and the ability to prioritize workflow.
• Strong interpersonal and communication skills and the ability to work effectively with staff from a diverse community.
• Ability to create, compose, and edit correspondence, presentations, and other written materials.
• Ability to coordinate and organize meetings and / or special events.
• Excellent customer service skills.
• Database management skills.
• Knowledge of planning and scheduling techniques.
• Ability to provide leadership and guidance to administrative support staff and / or students.
• Fluency in English and Arabic.

Supervision

Reports to: Senior Manager, Office of the Chancellor

Subordinates: N / A