Executive Office Support Assistant

Aue; Dubai; On-site; AED 167,400 - 223,200; Full time

Job summary

A leading university in Dubai seeks an Executive Office Support Assistant to provide high-level operational support to the President and Vice President. The role includes managing correspondence, coordinating official visits, and ensuring the smooth functioning of offices. The ideal candidate should have a relevant degree, 4 to 7 years of experience in administrative roles, proficiency in both Arabic and English, and strong organizational skills. This is a vital position requiring confidentiality and professionalism in all internal and external interactions.

Qualifications

• Minimum of 4 to 7 years of administrative experience supporting senior management.
• Ability to manage day-to-day operations of an executive office.

Responsibilities

• Screen, review, and prioritize incoming correspondence.
• Coordinate visits of dignitaries and official guests.
• Support implementation of directives from the President/Vice President.
• Draft and review letters and official documents in Arabic.
• Maintain the President’s/Vice President’s calendar and appointments.
• Organize meetings and ensure proper communication with attendees.

Skills

Strong multitasking and organizational skills

Bilingual proficiency (Arabic and English)

Independence and sound judgment

Knowledge of academic and administrative procedures

High level of professionalism

Commitment to confidentiality

Effective problem-solving skills

Education

Bachelor’s or Master’s degree in Business Administration

Job description

Job Title: Executive Office Support Assistant

Department: Office of the Vice President / President
Institution: American University in the Emirates (AUE)

Job Purpose

The Executive Office Support Assistant provides high-level operational and administrative support to the Office of the President/Vice President. The role ensures the efficient functioning of executive operations, supports decision-making processes, and facilitates communication and coordination between internal and external stakeholders.

Qualifications & Education

• Bachelor’s or Master’s degree in Business Administration or a related field.

Experience

• Minimum of 4 to 7 years of administrative experience supporting senior or top-level management in a higher education or similar professional environment.

Skills / Knowledge / Competencies

• Strong multitasking and organizational skills.
• Bilingual proficiency (Arabic and English) is mandatory.
• Demonstrated independence, sound judgment, and a high level of responsibility.
• Knowledge of academic and administrative procedures, student policies, and university protocols.
• Ability to maintain professionalism in all interactions with faculty, students, and external stakeholders.
• Strong commitment to confidentiality and discretion.
• Ability to manage the smooth day-to-day operations of an executive office.
• Effective problem-solving skills with the ability to resolve issues independently.

Key Responsibilities

• Screen, review, and prioritize incoming correspondence and matters, ensuring the President/Vice President is informed of key issues.
• Coordinate and plan visits of dignitaries and official guests in collaboration with the Protocol Director.
• Support the implementation of directives, projects, and initiatives assigned by the President/Vice President, and monitor progress to ensure timely completion.
• Draft, review, and edit letters, reports, speeches, and official documents in Arabic.
• Verify the accuracy and appropriateness of sensitive Arabic documents prepared by others.
• Maintain and update the President’s/Vice President’s calendar, meetings, and appointments.
• Organize and schedule meetings, ensuring all attendees are properly informed of timings and logistics.
• Interact professionally with internal and external visitors, demonstrating tact, discretion, and sound judgment.
• Manage multiple simultaneous tasks and projects, ensuring timely and effective execution.
• Operate with minimal supervision while contributing effectively as a member of the broader university team.
• Handle highly confidential information with the utmost discretion.
• Represent the President’s Office in interactions with external officials, institutions, and partner organizations.
• Ensure high accuracy and adherence to deadlines in all tasks and deliverables.