Job Details
Posting Date
18/08/2020 Expiry Date 19/09/2020 Job Reference Number: 1470-2020-08-18T10:06:57
Executive Assistant
Category Non Faculty Vacancies
College Departments
Department Office of Vice Chancellor For Medical & Health  Sciences
Job Purpose

Provide a high-level of executive and administrative support activities at the Vice Chancellor’s offices, and handle the office’s logistics, official files, personnel files, correspondence and records to ensure the smooth operation of the designated function.

Main accountabilities & expectations

  1. Perform administrative and office support activities, duties may include filter phone calls, receive and direct visitors, type documents, create spreadsheets/presentations and filing.
  2. Handle all correspondence, orders, rules, regulations, and instructions received from the University administration, department users and clients.
  3. Arrange for meetings through providing all concerned parties meeting details to ensure their attendance.
  4. Manage office files through organizing them and keeping records systematically according to the standard procedures and practices to ensure ease of access.
  5. Assist in researching and conducting data to prepare documents and presentations for board meeting, committees, and executives.
  6. Keep relevant staff updated on decisions through recording minutes of meetings and circulating management decisions and memos among office staff to ensure their compliance with decisions.
  7. Keep department heads updated through processing progress reports on the work conducted in the Department for future reference.
  8. Maintain the Vice Chancellor's timetable through handling and scheduling appointments and informing related attendees to keep them updated and prepared.
  9. Coordinate activities between University Colleges, Centers and the Vice Chancellor's office through sharing information and arranging for activities to enable further cooperation between parties.
  10. Ensure the security, integrity and confidentiality of any incoming or outgoing information/data at the Vice Chancellor's office.
  11. Assist in the preparation of administrative and financial reports, analyzing and interpreting information, and preparing special and operating budgets.
  12. Complete any other job-related tasks as assigned by line manager within the expected time limit.

Job Specific Accountabilities

Operational Plans

1.       Participate in developing the department/college's operational and business plans, and contribute in its execution, in line with the department/college's strategy in order to support the achievement of the University's strategic objectives.

Continuous Improvement

2.       Provide input to enhance the processes and procedures that help implement the relevant best practices.

3.       Follow all relevant processes, standard operating procedures, and instructions accurately to ensure that job tasks are carried out in a controlled and consistent manner.

Systems, Processes and Reports

4.       Generate relevant reports and ensure that they are prepared timely and accurately, and meet the department's requirements and standards.

5.          Operate the required software/hardware accurately and effectively.

Required Skills
  • Excellent oral and written communication skills and the ability to prepare professional documents and proofread the work of others, in both Arabic and English.
  • Good interpersonal skills.
  • Excellent working knowledge of personal computer applications with an emphasis on MS office applications such as Excel, Word, and Teams.
  • Time management skills.
  • Ability to coordinate projects and set up meetings.
  • Ability to prepare, maintain and process a variety of financial documents and spreadsheets.
  • Ability to handle confidential information with discretion.
  • Excellent follow up skills resulting in the timely completion of multiple assignments.
  • Excellent organizational skills and the ability to work independently, prioritize assignments and meet deadlines.
Preferred Qualification & Experience

  • Minimum of bachelor's in Business Administration, Office Management or similar discipline.
  • 6-7 years of UAE experience in similar role preferably in higher education institutions.
  • MBA from an accredited educational establishment is a plus.
  • Priority is to UAE Nationals.

Job Location University of Sharjah (Main)
Internal Eternal
  • Executive departments (e.g. PR, HR, Finance, IT, Facilities, etc.)
  • Departments/Colleges/Centers
  • Academic and non-academic staff members
  • Government Organization/Ministries
  • UAE Universities
  • External visitors

Job Criteria
Gender Male or Female
Qualification Bachelor's degree/higher diploma
Relevant Experience 6 or more
Living In UAE Open for all
Job has been Closed