Executive Assistant

Abu Dhabi University; Abu Dhabi; On-site; AED 60,000 - 120,000; Full time

Job summary

A leading educational institution in Abu Dhabi is seeking an Executive Assistant to manage the Dean’s Office. The candidate will provide high-level administrative support, coordinate communications and activities across departments, and ensure the smooth operation of the College. Required qualifications include a Bachelor's Degree, secretarial certification, and at least 3 years of relevant experience. Strong organizational and communication skills are essential.

Qualifications

• Minimum 3 years of experience in a related field.
• Experience managing an executive office or academic dean’s office.

Responsibilities

• Manage the Dean’s calendar, correspondence, and daily priorities.
• Coordinate agendas, reports, and presentations for meetings.
• Screening communication and drafting responses on behalf of the Dean.
• Manage travel arrangements and reimbursements for the Dean.
• Compile departmental reports and survey results.

Skills

Organizational skills

Time-management skills

Discretion and professionalism

Strong written communication

Strong verbal communication

MS Office proficiency

ERP system proficiency

Ability to manage multiple priorities

Education

Bachelor's Degree

Secretarial professional certification

Tools

MS Office

ERP systems

Job description

KEY INFORMATION ON THE ROLE

Position Title: Executive Assistant

Department: College of Business

JOB PURPOSE

The purpose of this role is to manage the Dean’s Office and ensure that all day-to-day operations of the College run smoothly and efficiently. The Executive Assistant serves as the primary point of contact for internal and external stakeholders, maintains the Dean’s schedule and priorities, and coordinates College-level projects, committees, and communications on behalf of the Dean.

Key Responsibilities

The Executive Assistant oversees the Dean’s Office operations, ensures effective coordination with internal and external stakeholders, and provides high-level administrative and strategic support as outlined below:

Office & Executive Support

• Manages the Dean’s calendar, correspondence, and daily priorities, ensuring confidentiality and timely completion of all tasks.
• Coordinates and prepares agendas, reports, and presentations for meetings and committees.
• Screens incoming communication, reviews correspondence, and drafts responses on behalf of the Dean.
• Manages travel arrangements, expense reports, and reimbursements for the Dean and other College representatives.
• Maintains accurate filing systems (both electronic and hard copy) for official correspondence, policies, and strategic documents.
• Liaises closely with HR and Finance for all Dean-related approvals, faculty overloads, and expense payments.
• Attends telephonic and in-person calls for the Dean, screening and prioritizing before forwarding.

Coordination & Liaison

• Oversees and provides guidance to the Administrative Assistant and departmental support staff.
• Coordinates activities and communications between the Dean, Associate Deans, Chairs, and other University departments.
• Organizes and supports College-level committees, including Curriculum and Assurance of Learning, and Advisory Boards.
• Drafts minutes and tracks action items arising from meetings and ensures follow-through.
• Screens registration-related requests such as change of major, manual entry of grades, and ensures proper review before relaying to the Dean.

Student, Faculty, and College Affairs

• Screens and routes student and parent inquiries & complaints, ensuring appropriate escalation.
• Oversees the distribution of course materials, surveys, and departmental communications.
• Supports onboarding and orientation of new faculty.
• Compiles departmental reports, survey results, and documentation related to accreditation or performance reviews.
• Screens new student admission documents and obtains approval from the Dean.
• Compiles lists of books to be purchased by the library based on department chairs’ recommendations.

Events and Representation

• Supports the planning and execution of college events, meetings, and workshops.
• Represents the Dean’s Office in internal and external events when delegated.

Minimum Educational Qualifications Required for the Role

• A Bachelor’s Degree and a secretarial professional certification

Minimum Years of Experience Required

• 3 years of experience in related field

Nature of Relevant Experience Required

• 3 years’ experience

Language - Skills

• English is required
• Arabic is preferred

Special Skills and Abilities

• Exceptional organizational and time-management skills; discretion and professionalism in handling confidential information; strong written and verbal communication; advanced MS Office and ERP system proficiency; ability to manage multiple priorities under pressure; proven experience managing an executive office or academic dean’s office.

Apply the CV: Executive Assistant