Assistant to Vice President of Administrative and Financial Affairs (VPAFA)

Job Details

About the Role

The American University in the Emirates (AUE) is seeking a highly organized professional and detail-oriented Assistant to the Vice President of Administrative and Financial Affairs (VPAFA) to provide high-level executive support. The ideal candidate will possess exceptional organizational skills strong discretion and the ability to manage multiple priorities efficiently in a dynamic environment.

This role serves as the primary point of contact between the Vice President and internal/external stakeholders ensuring seamless communication effective time management and smooth coordination of administrative and financial activities.

Key responsibilities include:

• Managing data collection and analysis to support strategic decision-making.
• Collaborating with academic and administrative units to enhance operational efficiency.
• Ensuring compliance with university policies and global/regional ranking criteria.

The successful candidate will play a vital role in advancing AUEs vision of fostering educational excellence and community engagement.

Qualifications & Education

• Bachelors degree in Business Administration Management or a related field preferred.

• Proven experience as a Personal Assistant Executive Assistant or in a similar administrative role.

• Adaptability to university software systems and administrative processes.

• Knowledge of academic organization structures and corporate welfare issues.

• Strong organizational and time-management skills with the ability to prioritize tasks.

• Excellent written and verbal communication skills in both English and Arabic (bilingual preferred).

• High level of discretion and professionalism when handling sensitive information.

• Proficient in Microsoft Office Suite (Word Excel PowerPoint Outlook) and other relevant software.

• Ability to work independently and as part of a team.

• Well-educated with a presentable personality professional attitude and classy demeanor especially when interacting with stakeholders in the higher education sector.

• Familiarity with the processes and administrative protocols of the higher education sector.

• Deep understanding of the workings and flow of institutes of higher education including the effective functioning of academic organizations and corporate welfare issues.

Work Environment

• The position is based on the American University in the Emirates campus in Dubai International Academic City.

• Travel to conferences and workshops related to rankings and institutional effectiveness may be required.

Key Responsibilities

1. Administrative Support:

   • Assist the Vice President in planning and organizing the yearly schedule for all administrative departments divisions and offices.

   • Manage and maintain the Vice Presidents calendar including scheduling meetings appointments and travel arrangements.

   • Screen and prioritize emails phone calls and correspondence responding when appropriate.

   • Prepare reports presentations and briefing materials for meetings.

   • Coordinate and organize internal and external meetings including preparing agendas taking minutes and following up on action items.

   • Handle confidential information with integrity and discretion.

2. Communication and Liaison:

   • Act as the primary point of contact between the Vice President and internal/external stakeholders.

   • Liaise with departments executives and external stakeholders to facilitate communication and project execution.

   • Ensure appropriate protocol is implemented for the Office of the VPAFA when dealing with senior management and other official bodies.

3. Financial and Operational Support:

   • Assist in budget preparation expense tracking and financial reporting as required.

   • Ensure alignment of AUE policies and procedures with accepted financial best practices to manage and monitor fiscal resources.

   • Serve as a secondary reviewer for offiers and contract activities (background in finance preferred).

4. General Duties:

   • Perform general administrative duties including filing data management and office organization.

   • Ensure a high level of professionalism and flexibility in supporting the Vice Presidents dynamic schedule and responsibilities.

   • Occasional travel may be required.

   • Flexibility in working hours to accommodate the Vice Presidents schedule.

About American University in the Emirates (AUE):