"Operations Specialist - Stern @ NYUAD"

NYU Abu Dhabi is pioneering a new model of higher education for a global world, dedicated to excellence in teaching and research and to advancing cooperation and progress on humanity’s shared challenges. Drawing on the strengths of the NYU global network, it offers an outstanding liberal arts and sciences education to students from the United Arab Emirates, the United States, and around the world, with a distinctive focus on intercultural understanding and leadership. It supports innovative research and graduate education programs that push forward the frontiers of knowledge and respond in powerful and interdisciplinary ways to vital global and local challenges.

Position Summary

UAE Nationals are encouraged to apply.

New York University Abu Dhabi (NYUAD) seeks an Operations Specialist, reporting directly to the Executive Director, Strategy, Budget and Operations.

The Operations Specialist serves as a key operational and administrative resource within the Office of the Executive Director, Strategy, Budget and Operations at Stern at NYU Abu Dhabi (NYUAD). This position provides advanced executive support, facilitates effective administrative operations, and contributes to financial and strategic initiatives. The Administration Specialist plays a pivotal role in ensuring the smooth execution of high-priority tasks, coordinating internal and external communications, supporting financial and procurement processes, and ensuring compliance with institutional procedures. The incumbent is expected to exercise sound judgment, discretion, and professionalism, while managing complex assignments independently and efficiently.

Key Responsibilities:

• Executive Support & Coordination:
  • Manage the Executive Director’s complex calendar, including high-level internal and external meetings, international travel logistics, and confidential engagements
  • Draft and prepare polished correspondence, reports, presentations, and documentation aligned with strategic priorities
  • Coordinate follow-ups and ensure timely execution of action items from leadership meetings
  • Serve as the primary liaison for inquiries addressed to the Executive Director, ensuring efficient triaging and response
• Financial and Budgetary Administration:
  • Support annual budget planning and tracking in partnership with the Executive Director and Associate Director of Budget and Financial Planning
  • Monitor expenditures, process reimbursements, and generate accurate financial reports
  • Manage procurement requests, liaise with vendors, and ensure adherence to university financial policies
  • Reconcile financial records and assist with forecasting and financial analysis
• Operational Efficiency and Office Management:
  • Oversee daily administrative operations to ensure a well-functioning and organized office environment
  • Maintain and optimize internal administrative systems, digital filing structures, and databases
  • Assist with onboarding processes for new team members, including training and system access
  • Coordinate logistics for internal workflows and support facilities, space planning, and supply management
• Event Planning and Execution:
  • Plan, coordinate, and execute academic and strategic events, workshops, and high-profile meetings
  • Manage end-to-end logistics including venue booking, catering, travel arrangements, and materials preparation
  • Track event budgets, assess outcomes, and produce post-event reports with insights and recommendations
• Stakeholder Liaison & Communications:
  • Act as a communication bridge between the Executive Director’s office and stakeholders across NYU Stern, NYUAD, and external partners
  • Draft official communications, coordinate senior-level meetings, and support interdepartmental collaboration
  • Represent the Executive Director’s office professionally in committees, task forces, and campus-wide initiatives as needed
• Project Support & Administrative Excellence:
  • Track progress and provide administrative support for key strategic projects
  • Create systems and tools for monitoring timelines, deliverables, and reporting
  • Contribute to continuous improvement efforts and support ad hoc tasks and special initiatives

Required Education:

• Bachelor's Degree in Business Administration, Public Administration, Higher Education, or a related field

Required Experience:

• 5+ years of progressive administrative or executive support experience in complex, high-paced organizations—preferably in higher education, government, or multinational institutions
• Exceptional written and verbal communication skills in English
• High attention to detail and organizational excellence
• Demonstrated ability to handle sensitive information with discretion and integrity
• Advanced proficiency in Microsoft Office Suite and digital collaboration tools
• Strong time management and ability to prioritize multiple projects under pressure
• Demonstrated interpersonal effectiveness in multicultural environments
• Resourceful, proactive, and solutions-oriented mindset

Preferred Education:

• Master's Degree (MBA preferred) and relevant certifications are desirable