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general details
job title: Administrative Assistant
Report line: 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, and more.
Key Roles and Responsibilities
strategic responsibility
not applicable
Operational Responsibilities
- Support all activities such as office management, process execution, process management, record management, and log 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 miscellaneous reports and documents; prepare background papers as required
- 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 planning 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, directs and facilitates communications from other business units
- Independently respond to letters of a routine nature and general correspondence.
- Organize and maintain office layout and maintain supplies
- Attend and take minutes of management 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
Supervisory duties
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 require further assistance or experience any issues with the online application, please do not hesitate to contact the Recruitment Team (recruitmentteam@ku.ac.ae).
Main location: Khalifa University – Abu Dhabi, UAE
Work: Administrative Assistant
schedule: regular
transfer: standard
job type: full time
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