Office Manager - ref. v9418703

apartmentAmerican University of Sharjah placeSharjah calendar_month 

Job Description

Position Summary

The Office of the Vice Chancellor for External Relations is seeking a detail-oriented and proactive Office Manager to support the Vice Chancellor for External Relations (VCER) effectively. This role will involve providing high-level administrative support to ensure the efficient operation of the Vice Chancellors office and coordination of initiatives, events, and strategic projects led by the Vice Chancellor.

Job Responsibilities

Administrative Support
  • Provide comprehensive administrative support to VCER.
  • Handle office correspondence, including emails, letters, and phone calls.
  • Serve as the primary point of contact for internal and external inquiries, ensuring timely and accurate responses.
  • Schedule and coordinate meetings, appointments, and travel arrangements for the VCER.
  • Maintain and organize physical and electronic filing systems.
Office Management
  • Ensure the smooth day-to-day operations of the VCER office.
  • Manage office supply inventory, office budget, expenses, and financial records.
  • Implement and maintain efficient office systems and procedures.
Board Coordination
  • Assist in preparing materials for meetings, including agendas, presentations, and reports.
  • Maintain accurate records of meetings, including all related documents.
  • Monitor and ensure follow-up on action items that emerge from meetings, maintaining a comprehensive tracking system.
  • Manage logistics of meetings, overseeing tasks such as scheduling, venue coordination, technology, catering, travel, RSVPs, and all other relevant activities.
  • Help ensure compliance with relevant regulatory requirements and organizational policies and procedures.
  • Stay abreast of relevant regulations and changes in governance policies.
  • Uphold and promote ethical standards within the office, handling confidential information with discretion and professionalism.
Communication & Stakeholder Engagement
  • Respond to inquiries, route communications, and follow up on action items on behalf of the VCER.
  • Maintain professional relationships with government entities, partner institutions, and external organizations.
  • Assist in organizing high-profile events, visits, and delegations coordinated by the External Relations team.
Qualifications And Skills Required
  • Bachelors degree in Business Administration, Office Management, or a related field.
  • Minimum of 57 years of progressive administrative or office management experience, preferably supporting senior executives in higher education or a similar setting.
Skills & Competencies
  • Proven track record in successful administrative roles, preferably in a higher education or a similar setting.
  • Excellent organizational and time-management skills.
  • Professional demeanor with solid communication and interpersonal skills.
  • Meticulous attention to detail, particularly in preparing and maintaining accurate records.
  • Discretion and the ability to handle sensitive information with confidentiality.
Technical Skills
  • Proficiency in Microsoft Office, Adobe Acrobat, and Google Suite.
  • Fluency in English.
  • Proficiency in Arabic is an advantage.
How To Apply
  • Interested applicants should fill out the form.
  • AUS alumni are encouraged to apply. Applicants who do not meet specified requirements will not be shortlisted. Only shortlisted candidates will be contacted.
  • AUS is an equal opportunity employer. We adhere to a policy of making employment decisions without regard to race, color, age, gender, religion, national origin, disability or marital status. Opportunities for employment are based solely upon ones qualifications.
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