Executive Assistant - IAAI

Job Details

Application Open:

Full-Time

MBZUAI is seeking an Executive Assistant to support with
high-level, complex executive and administrative support to the
assigned management, ensuring efficient and effective
administration of the department/section and representing IAAI
(Institute of Agriculture & AI) professionally to internal and
external stakeholders.

Key Responsibilities

Department Responsibilities:

• Manage the line manager’s schedule, balance conflicting
  demands, and prioritize commitments and appointments to ensure
  effective use of the daily schedule to support them achieve their
  role and division goals.
• Assess and prioritize requests for approval received and ensure
  requests are reviewed by the management in a timely manner.
• Act as key point of contact for internal and external
  stakeholders requesting the management’s attention, inclusive as
  acting as key point of contact for the line managers direct
  reports, overseeing to it that the line manager’s time is
  effectively and efficiently managed and providing a tactful and
  respectful interface that supports achievement of IAAI goals.
• Support the management in the execution of professorial duties
  (if relevant), for example by coordinating reports, presentations,
  and other commitments.

Correspondence, Documentation & Information Management

• Create well-structured, professional communications and
  documentation by efficiently gathering, compiling, and formatting
  information, demonstrating excellent written language skills, and
  using appropriate software and tools.
• Manage and prioritize email and other correspondence to the
  line manager, drafting replies where appropriate, and ensuring
  timely and accurate responses to all communications.
• Conduct thorough research, analyze data, and write insightful
  and well-structured reports for the line manager presenting
  findings and recommendations in a clear and concise manner to
  support
  informed decision-making.
• Maintain accurate records and databases to facilitate the
  division’s planning and decision-making.
• Contribute to the development, execution, and analysis of
  surveys and other data collection methods necessary to support
  decision-making by the management.
• Maintain the confidentiality of sensitive files and information
  by implementing secure storage and retrieval procedures and
  ensuring compliance with MBZUAI information security and privacy
  policies.

Administration:

• Provide high-level administrative support as required by
  management.
• Schedule and carry out administration in relation to
  performance reviews of the line manager’s direct reports and/or
  department employees, ensuring compliance with MBZUAI timelines and
  procedures
• Continuously review the administrative systems and recommend
  well-researched improvements, including smart utilization of IT and
  AI, to enhance quality of outputs and create efficiencies.
• Maintain alignment with department line managers and
  coordinators when applicable.

Coordination with Executive Assistants:

• Oversee the workflow of division Executive Assistants,
  redistributing tasks as appropriate to ensure best utilization of
  administrative resources for the benefit of the division.
• Liaise with other divisional Executive Assistants to collect
  and coordinate information required for effective decision-making
  by the management.
• Create and distribute agendas for division and IAAI meetings,
  ensuring all relevant topics are covered and participants are
  prepared so that meetings are efficient and productive.
• Document, distribute, and maintain meeting minutes to ensure
  complete and accurate records of discussions and decisions made in
  division and university meetings.
• Follow up on resolutions and action items to ensure decisions
  are implemented and objectives met.
• Draft action plans to support significant decisions and meeting
  resolutions, identifying resources required, and establishing
  timelines and reporting frequencies in consultation with the Office
  or project owner as appropriate.

Hospitality:

• Greet and receive VIPs and visitors in a professional and
  friendly manner, ensuring appropriate assistance and hospitality is
  provided, thereby projecting a positive impression of the
  IAAI.

Budget Support & Coordination

• Plan and manage conferences, events, and executive meetings,
  ensuring all logistics and details are handled to deliver an
  efficient, successful, and well-organized experience that reflects
  positively on the IAAI.
• Coordinate the line manager’s travel arrangements, ensuring
  arrangements align with MBZUAI travel policies and make best use of
  effective time management.
• Provide efficient and effective financial administration
  support to the Office including all funding, managing expenditure
  requests, managing invoices, tracking budget, and ensuring all
  financial transactions are accurately recorded, processed, and
  reported in a timely manner.
• Assist in the preparation of the budget, ensuring managers
  provide requisite information and forecasts on time so that the
  Office submits budget plans and reports according to IAAI
  requirements.
• Monitor and analyze fund expenditure against budget and report
  any discrepancies to the management or their delegate

Academic Qualifications Required

• A minimum of a Bachelor’s degree in business administration or
  any other relevant discipline.

Professional Experience Required Essential:

• At least two years’ experience as an executive assistant in a
  large, complex organization.
• Excellent written and verbal English skills.
• Strong organization and time management skills.
• Ability to prioritize tasks and handle multiple assignments
  simultaneously.
• Excellent interpersonal skills with the ability to gain and
  maintain trust, including experience working successfully
  supporting senior executives and officials.
• Attention to detail with the ability to produce high-quality
  work under tight deadlines.
• Flexibility and adaptability in a fast-paced, changing
  environment.
• Commitment to customer service excellence.
• Experience in survey administration, analysis, and
  reporting.
• Demonstrated experience and competence in financial
  administration.
• Demonstrated experience selecting suppliers in accordance with
  procurement and budget requirements and managing supplier / service
  provider relationships.
• Excellent written and verbal communication skills, with
  competency in report writing.
• Superior computing skills including in Microsoft Office and
  Outlook, and with word processing, spreadsheets, databases,
  presentations, and data analysis software.
• Demonstrated success operating in a multicultural environment
  and adapting systems and processes to meet diverse expectations and
  needs.
• Exposure to and understanding of Middle Eastern business and
  cultural practices

Preferred:

• Prior employment as an executive assistant in a
  university.
• Experience working successfully in the UAE.
• Arabic language speaker.