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

Job Details

About the Role

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 include:

• 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.

The successful candidate will play a vital role in advancing AUE’s vision of fostering educational excellence and community engagement.

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, especially 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.

Key Responsibilities

1. 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.

2. Communication and Liaison:

   • Act as the primary point of contact between the Vice President and internal/external stakeholders.
   • Liaise with departments, 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.

3. 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).

4. 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.