Administrative Assistant

New York University Abu Dhabi seeks to appoint an Administrative Assistant for Research Institute reporting to the Manager of Operations, Research Institute.

 

The Administrative Assistant is responsible for a wide range of administrative office duties in the Office of Research, particularly in support of Research Institute (RI) administration. This includes, but is not limited to: organizing meetings and center review logistics, welcoming and supporting guests to the university, processing invoices and payments, data entry and spreadsheet management, assisting with report and presentation preparation, office events coordination, record keeping and responding to general inquiries. A high degree of initiative, proactivity and the ability to achieve results without explicit guidance is expected.

 

Key Responsibilities: 

 

Office support

• Coordinate internal meetings and special events for the Office and RI administration
• Assist with the travel booking for external guests and provide logistical support while at NYUAD
• Assist in planning and coordinating RI center Reviews
• Receive, respond to, and/or forward emails sent to the research email alias
• Assisting in planning and coordinating Request for Proposals (RFP)

Meetings and events

• Assist in the coordination of small and large-scale meetings, maintaining calendars, RI project reviews, RFP, site visits, and presentations
• Provide logistical support with booking travel and accommodation, extending invitations and scheduling meetings, creating dockets, arranging catering and AV support, and taking minutes at meetings

Finance and budget

• Manage purchasing needs of the Office and RI administration expenditure
• Process honorarium payments, invoices, employee and consultant reimbursements, raise requisitions in e-PRO and other financial transactions assemble financial data in order to analyze current budgets for year-end

Data management and reporting

• Maintain hard- and electronic copies of confidential files and manage databases (e.g. MOUs, personnel, summer salary requests, progress reports)
• Maintain records on RI activities, highlights and achievements and coordinate monthly activity reports
• Coordinate data gathering efforts and assist in the preparation of reports and presentations
• Maintain space records for RI centers

Required Education: 

• Bachelor’s Degree or equivalent

Required Experience: 

• 3+ years experience in a comparable position with a proven record of working within and coordinating administration services
• Superior written and oral communications skills in English
• A capacity to work within complex organizational structure being customer facing and quality of service orientated
• A high standard of computing and internet skills.
• Be professional, resourceful and use initiative in a team environment showing mid-level leadership capabilities, having exceptional discretion, confidence and communications skills

Preferred Experience: 

• 3+ years experience in an academic organization
• Experience in project coordination and event planning
• Experience in office administrative duties
• Excellent communication skills
• Grant management experience
• Strong interpersonal, organization and communication
• Strong project coordination skills
• Ability to work with Faculty and Staff at all levels
• An ability to prioritize and to handle multiple projects, organized work habits and consistent accuracy
• Strong interpersonal, organization and communication
• Strong project coordination skills
• Ability to work with senior level management, Faculty and Staff at all levels