Assistant to Vice President of Administrative and Financial Affairs (VPAFA)

AUE; Dubai; On-site; AED 200,000 - 300,000; Full time

Job summary

A leading academic institution in Dubai seeks an Assistant to the Vice President of Administrative and Financial Affairs. This position requires a highly organized individual with proven experience as an Executive Assistant. The ideal candidate possesses strong communication skills in both English and Arabic, alongside proficiency in Microsoft Office Suite. The role involves managing the Vice President's calendar, overseeing financial reporting, and acting as the liaison between stakeholders. Join a dynamic environment and contribute to strategic decision-making at a renowned university.

Qualifications

• Proven experience as a Personal Assistant or Executive Assistant.
• Adaptability to university software systems and processes.
• Strong stakeholder engagement in higher education settings.

Responsibilities

• Manage data collection and analysis for strategic decision-making.
• Assist in budget preparation, expense tracking, and financial reporting.
• Serve as the primary point of contact between the Vice President and stakeholders.

Skills

Organizational skills

Discretion

Time management

Communication skills in English and Arabic

Proficiency in Microsoft Office Suite

Ability to work independently

Education

Bachelor's degree in Business Administration

Job description

Overview

The American University in the Emirates (AUE) is seeking a highly organized professional and detail-oriented Assistant to the Vice President of Administrative and Financial Affairs (VPAFA) to provide high-level executive support. The ideal candidate will possess exceptional organizational skills, strong discretion, and the ability to manage multiple priorities efficiently in a dynamic environment. This role serves as the primary point of contact between the Vice President and internal/external stakeholders, ensuring seamless communication, effective time management, and smooth coordination of administrative and financial activities.

Key Responsibilities

• Manage data collection and analysis to support strategic decision-making.
• Collaborate with academic and administrative units to enhance operational efficiency.
• Ensure compliance with university policies and global/regional ranking criteria.
• Administrative Support: assist in planning and organizing the yearly schedule for all administrative departments, divisions, and offices; manage the Vice President’s calendar; screen and prioritize emails and calls; prepare reports and briefing materials; organize meetings with agendas, minutes, and action-item follow-ups; handle confidential information with discretion.
• Communication and Liaison: act as the primary point of contact between the Vice President and internal/external stakeholders; liaise with departments and external partners to facilitate communication and project execution; ensure appropriate protocol for the Office of the VPAFA when dealing with senior management and official bodies.
• Financial and Operational Support: assist in budget preparation, expense tracking, and financial reporting; ensure alignment of policies with financial best practices; serve as a secondary reviewer for officers and contract activities (finance background preferred).
• General Duties: perform general administrative tasks, maintain data management and filing, support a professional and flexible schedule, and accommodate occasional travel and varying hours as needed.

Qualifications & Education

• Bachelors degree in Business Administration, Management, or a related field preferred.
• Proven experience as a Personal Assistant, Executive Assistant, or in a similar administrative role.
• Adaptability to university software systems and administrative processes.
• Knowledge of academic organizational structures and corporate welfare issues.
• Strong organizational and time-management skills with the ability to prioritize tasks.
• Excellent written and verbal communication skills in English and Arabic (bilingual preferred).
• High level of discretion and professionalism when handling sensitive information.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to work independently and as part of a team.
• Professional demeanor and strong stakeholder engagement in higher education settings.
• Familiarity with processes and administrative protocols of the higher education sector.
• Understanding of how institutes of higher education function, including academic organizational flows and corporate welfare issues.

Work Environment

• Based on the American University in the Emirates campus in Dubai International Academic City.
• Travel to conferences and workshops related to rankings and institutional effectiveness may be required.

About American University in the Emirates (AUE)

The American University in the Emirates (AUE) invites applications from well-qualified candidates for a range of faculty and administrative positions. AUE is located in Dubai International Academic City. AUE is a hub of innovation and growth where your expertise and aspirations can flourish.

At AUE we believe Nothing is Impossible is the Pathway to Success.

AUE comprises seven colleges: College of Law, College of Education, College of Design, College of Business Administration, College of Media and Mass Communication, College of Engineering and Technology, and College of Security and Strategic Studies. The university is accredited by SACSCOC and CAA and has programs accredited by AACSB, ABET, and NASAD as applicable to each college.