Executive Assistant - مساعد تنفيذي

University of Khorfakkan; Khor Fakkan; On-site; AED 60,000 - 120,000; Full time

Job summary

A leading educational institution in Khor Fakkan seeks an Executive Assistant to support the Director. Responsibilities include managing the Director's calendar, coordinating meetings and events, and engaging with external stakeholders. The ideal candidate holds a Bachelor's degree and has experience in a university setting, with strong communication and organizational skills. Proficiency in Microsoft Office is required.

Qualifications

• Bachelor's degree or equivalent experience required.
• Experience supporting senior leadership in a university or research institute.
• Attention to detail is essential.

Responsibilities

• Manage the Director's calendar and travel arrangements.
• Coordinate Centre-wide meetings and events.
• Maintain records of current research projects.
• Act as primary point of contact for external stakeholders.
• Support external communications and outreach initiatives.

Skills

Strong written and verbal communication skills (in English)

Excellent time management

Multitasking

Organizational skills

Proficiency with Microsoft Office Suite

Proficiency with videoconferencing platforms

Education

Bachelor's degree in administration, communications, science, or a related field

Job description

Key Responsibilities

• Executive Support

• Manage the Director’s calendar, appointments, and travel arrangements, including academic, research, and international engagements.
• Draft, edit, and format official correspondence, presentations, and reports on behalf of the Director.
• Monitor and prioritize incoming communications; respond independently when appropriate.
• Maintain confidentiality and professionalism in managing sensitive and high-level information.

Research Centre Operations

• Coordinate Centre-wide meetings, advisory board sessions, seminars, and research events, including agenda preparation, logistics, minutes, and follow-up.
• Support day-to-day operations of the Director’s office and liaise with university administrative units (HR, Finance, Research Office, etc.).
• Assist in the preparation of internal and external reports, including annual reports, grant reports, and strategic plans.

Research Activity Administration

• Maintain records of current research projects, partnerships, and outputs to support reporting, KPI monitoring and impact tracking.

Stakeholder Engagement & Communication

• Act as the primary point of contact for the Director’s external stakeholders, including academic collaborators, government agencies, NGOs, and industry partners.
• Support external communications and outreach initiatives, including newsletters, media materials, and website updates related to the Director’s activities.
• Coordinate travel and hospitality arrangements for visiting scholars, dignitaries, and collaborators.

Qualifications & Experience

• Bachelor’s degree or equivalent experience in administration, communications, science, or a related field.
• Demonstrated experience supporting senior leadership in a university, research institute, or public-sector environment.
• Strong written and verbal communication skills (in English), with a high level of attention to detail.
• Excellent time management, multitasking, and organizational skills.
• Proficiency with Microsoft Office Suite, videoconferencing platforms (e.g., Zoom, Teams), and administrative systems.