Administrative Assistant Jobs at Khalifa University

general details

job title: Administrative Assistant

Reporting hotline: senior administrative officer

department: Faculty of Medicine and Health Sciences

purpose of work

Administrative Assistants are responsible for providing administrative support and support services for Academic Affairs, including all types of communication, answering inquiries, arranging visitors, coordinating mail delivery, arranging courier services, arranging meeting rooms, travel and accommodation bookings, etc.

Key Roles and Responsibilities

strategic responsibility

not applicable

Operational Responsibilities

• Supports all activities including office administration, program execution, process management, records management and diary management
• Strengthen and implement administrative systems where needed to increase efficiency
• Coordinate various projects and initiatives with line managers and follow up on issues in a timely manner
• Review and summarize various reports and documents; prepare background papers when necessary
• Assist line managers in preparing presentation materials
• Effective communication management and confidentiality in the line manager’s office
• Effectively design, maintain and update filing systems
• Ensure the protection, security and confidentiality of all documents, records and reports
• Responsible for heavy calendar management and interaction with internal and external executives, stakeholders and consultants
• Arranging travel schedules and bookings for line managers
• Manage all incoming mail and identify items requiring priority attention from line managers
• Receive and screen all communications from line managers, including phone calls and emails
• Prioritizes, guides and facilitates communications with other business units
• Independently respond to daily and general correspondence.
• Organize and maintain office layout and maintain supplies
• Attend and take minutes of management meetings and other meetings as directed
• Comply with the University’s information security and confidentiality policies and procedures and report breaches or other security risks accordingly
• Coordinate with other departments as needed to facilitate completion of tasks and responsibilities
• Perform any other tasks assigned by line manager

Regulatory Responsibilities

not applicable

qualifications

Qualifications and Experience

required qualifications

• Associate degree or diploma in related field

required experience

• Expats: At least 3 years relevant experience.
• UAE Nationals: Minimum 0-1 year relevant experience

If you need further assistance or experience any problems with the online application, please contact the Recruitment Team (Recruitment Team@ku.ac.ae).

Main location: Khalifa University – Abu Dhabi, UAE

Work: Administrative Assistant

schedule: regular

transfer: standard

job type: full time