Summary
Al Ain University is seeking an Executive Secretary to provide administrative and secretarial support to senior management. Duties include coordinating meetings and travel, preparing and proofreading documents in English and Arabic, maintaining confidential records, handling correspondence, and following up on deadlines and agreed actions. Applicants need a bachelor’s degree in a relevant field, 4–5 years of relevant experience, strong English and Arabic skills, and proficiency in Microsoft Office; university experience is an advantage.
The posting
As published on aau.ac.ae. Pulled from the employer's site and shown as they wrote it.
Qualification
- Bachelor’s degree in English Literature, English Linguistics, Business Administration, or a related field.
- Additional professional qualifications in secretarial or administrative management are an advantage.
Job Description
- Schedule and coordinate important meetings, conferences, and appointments as required.
- Attend meetings, prepare accurate minutes, and follow up on agreed actions.
- Prepare, compile, proofread, and revise official documents, reports, and correspondence in English and Arabic.
- Maintain accurate records, files, and confidential documents.
- Prepare reports, presentations, letters, and other official correspondence accurately and efficiently.
- Organize information and maintain reference files and databases for easy access and use.
- Answer, screen, and direct telephone calls and respond to emails, messages, and other correspondence in a timely and professional manner.
- Respond to inquiries and provide efficient administrative and secretarial support to senior management.
- Conduct research, collect relevant information, and organize and categorize information as required.
- Coordinate and arrange travel schedules, flight bookings, accommodation, and other travel arrangements for senior management.
- Coordinate with internal departments and external parties on behalf of senior management when required.
- Maintain confidentiality and ensure the proper handling of sensitive information and documents.
- Monitor schedules, appointments, deadlines, and follow-up actions to ensure timely completion.
- Perform other related duties and responsibilities as assigned by management.
General Requirements
- 4–5 years of relevant experience in executive secretarial, administrative, or a similar role.
- Excellent command of English and Arabic, both written and spoken.
- Excellent proficiency in Microsoft Office Suite and other relevant administrative software, with the ability to learn new systems and applications.
- Typing speed of at least 40 words per minute.
- Ability to handle confidential information and sensitive matters with a high level of professionalism and discretion.
- Excellent organizational and time-management skills with strong attention to detail.
- Strong communication, interpersonal, and coordination skills.
- Ability to manage multiple tasks, prioritize workload, and meet deadlines.
- Ability to work effectively under pressure and handle urgent requests when required.
- Professional appearance and conduct, with the ability to deal confidently and courteously with senior management, staff, students, and external stakeholders.
- Previous experience in a university or higher education institution is an advantage.