Executive Administrative Assistant - Harvard Club of the UAE

Job Summary

This virtual administrator role is for a wellorganized highlyefficient individual who is proactive and able to take initiative. This role includes interacting with Harvard alumni conducting correspondence with UAE Ministers VIPs (ambassadors consul generals etc.) and assisting with the coordination of such events as networking nights blacktie galas VIP salon events and more.

Reports to: Harvard Club of the UAE (HC UAE) President and Board Secretary

Scope of Work:

• Performs administrative and office support activities for HC UAE Secretariat
• Point person for HC Membership
• Duties may include:
  • Organize Meetings (scheduling calendar invites agenda minutes etc.) including (but not limited to)
    • Board Meetings
    • Task Force Meetings
    • Committee Meetings
    • Ivy Meetings
• Coordinate HC UAE initiatives; e.g. Academic Outreach Harvard Book Prize etc.
• Manage Social Media; e.g. Facebook Twitter Instagram Snapchat LinkedIn etc.
• Screening/fielding telephone calls/emails
• Manage HC UAE calendars
• Making travel meeting and event arrangements
• Word processing filing creating spreadsheets and presentations
• Maintain detailed task and action item list
• Provide daily updates to supervisor
• Communication and information dissemination to HC Membership
  • Email communication to/with membership
  • Twice monthly communication to membership
• Complete all Harvard Club of the UAE Correspondence
• Maintain/Update Membership Database on an as needed basis
• Maintain/Update Harvard Club of the UAE files and website
• Point person for coordination with Harvard Alumni Association (Cambridge office)
• Complete necessary HAA Annual reports
• Events coordination
  • Facilitate HC UAE events; e.g. lunches Networking Nights Harvard Month of Service Salons other alumni events annual Suhoor Cruise faculty events etc.
  • Follow event planning checklist and manage tasks
  • Event management including manage pre and onsite registration source venues set up online payment coordinate marketing via social media newsletter media etc.
• Must be available for weekend and evening meetings/events (prescheduled)
• Other duties as requested

Skills Required

• Attention to detail
• Flexibility
• Excellent writing and interpersonal skills
• Efficiency and organization
• Strong communication skills
• Project coordinator experience
• Extensive software skills (MS Office)
• Social media management skills
• Internet research abilities
• Ability to work well with internal management members other alumni groups and vendors
• Sensitivity to confidential matters may be required
• Must be available weekends/evenings as required

Skills Preferred

• Exceptional English Arabic a plus
• Ability to maintain and track accounts/financial transactions

Work Hours

• 20 office hours per week events/meetings
  • Daily schedule: 9am 1pm; Sunday to Thursday
  • 34 Meetings per month (as scheduled)
  • 34 Events per month (as scheduled)
• May work from home
• Must be available to support all HC UAE meetings and events (weekends/evenings as required)

Hiring Terms

• 3 months probation period
• Must have own UAE Residency Visa

Application Process

Candidates must submit the following documents by confidential

• Cover Letter
• CV
• Writing Sample

Harvard Club of the UAE

• Harvard Club of the UAE is registered as a legal entity in the UAE
• Harvard Club of the UAEs purview includes providing a platform for alumni to network and give back to the community
• Harvard Club of the UAE hosts selffunded events and seeks sponsorships in order to further enable networking development service learning and community support initiatives