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

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

Job summary

A higher education institution in Dubai is seeking an organized and detail-oriented Assistant to the Vice President of Administrative and Financial Affairs. The role involves high-level executive support, managing schedules, communication with stakeholders, and assisting in financial activities. Ideal candidates should possess a Bachelor's degree, experience in similar roles, and excellent bilingual communication skills. Proficiency in Microsoft Office is essential. The environment is dynamic and may require flexibility in working hours.

Qualifications

• Proven experience as a Personal Assistant, Executive Assistant, or in a similar administrative role.
• Excellent written and verbal communication skills in both English and Arabic.
• Ability to work independently and as part of a team.

Responsibilities

• Assist the Vice President in planning and organizing the yearly schedule.
• Manage and maintain the Vice President's calendar.
• Prepare reports and presentations for meetings.

Skills

Organizational skills

Communication skills

Time-management skills

Discretion

Education

Bachelor's degree in Business Administration, Management or related

Tools

Microsoft Office Suite

Job description

Job Details

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.

About the Role

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

• Administrative Support:
  • Assist the Vice President in planning and organizing the yearly schedule for all administrative departments, divisions, and offices.
  • Manage and maintain the Vice President’s calendar, including scheduling meetings, appointments, and travel arrangements.
  • Screen and prioritize emails, phone calls, and correspondence, responding when appropriate.
  • Prepare reports, presentations, and briefing materials for meetings.
  • Coordinate and organize internal and external meetings, including preparing agendas, taking minutes, and following up on action items.
  • Handle confidential information with integrity and discretion.
• Communication and Liaison:
  • Act as the primary point of contact between the Vice President and internal/external stakeholders.
  • Liaise with department executives and external stakeholders to facilitate communication and project execution.
  • Ensure appropriate protocol is implemented for the Office of the VPAFA when dealing with senior management and other official bodies.
• Financial and Operational Support:
  • Assist in budget preparation, expense tracking, and financial reporting as required.
  • Ensure alignment of AUE policies and procedures with accepted financial best practices to manage and monitor fiscal resources.
  • Serve as a secondary reviewer for officers and contract activities (background in finance preferred).
• General Duties:
  • Perform general administrative duties including filing, data management, and office organization.
  • Ensure a high level of professionalism and flexibility in supporting the Vice President’s dynamic schedule and responsibilities.
  • Occasional travel may be required.
  • Flexibility in working hours to accommodate the Vice President’s schedule.
• Managing data collection and analysis to support strategic decision‑making.
• Collaborating with academic and administrative units to enhance operational efficiency.
• Ensuring compliance with university policies and global/regional ranking criteria.

Qualifications & Education

• Bachelor’s 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 organization structures and corporate welfare issues.
• Strong organizational and time‑management skills with the ability to prioritize tasks.
• Excellent written and verbal communication skills in both 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.
• Well‑educated with a presentable personality, professional attitude, and classy demeanor when interacting with stakeholders in the higher education sector.
• Familiarity with the processes and administrative protocols of the higher education sector.
• Deep understanding of the workings and flow of institutes of higher education, including the effective functioning of academic organizations and corporate welfare issues.

Work Environment

• The position is 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 not just a place of learning but a hub of innovation and growth where your expertise and aspirations find a welcoming environment.

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

AUE comprises seven dynamic 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. Each college boasts unique strengths and prestigious accreditations reflecting our commitment to providing a world‑class education.

The American University in the Emirates is accredited by SACSCOC (the Southern Association of Colleges and Schools Commission on Colleges) to award baccalaureate and masters degrees. Degree‑granting institutions may also offer credentials such as certificates and diplomas at approved degree levels.

The American University in the Emirates is officially licensed to operate as a higher education institution, and all its programs are accredited by CAA (the Commission for Academic Accreditation) Ministry of Education United Arab Emirates.

The College of Business Administration is a proud member of AACSB (The Association to Advance Collegiate Schools of Business) and its degree programs (Bachelor of Business Administration, Master of Business Administration, Master of Sport Management) are accredited by AACSB as of 2022.

The Bachelor of Computer Science in the College of Engineering and Technology is accredited by the Computing Accreditation Commission of ABET.

NASAD (The National Association of Schools of Art and Design) has granted the Bachelor of Science in Fashion Design, Bachelor of Science in Graphic Design, Bachelor of Science in Interior Design, and Bachelor of Science in Animation in the College of Design the designation of Substantial Equivalency with accredited programs in the United States.