Executive Assistant Full time Job Vacancy in Marc Ellis Consulting Abu Dhabi – Latest Jobs in Abu Dhabi – updated today

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Company Name : Marc Ellis Consulting
Location : Abu Dhabi
Position : Executive Assistant Full time

Job Description : Date Posted: Posted 1 month ago
Location: Abu Dhabi
Job Title: Executive Assistant
Job Description

Title: Executive Assistant

Department: Presidents’ Office

Direct Report to: President
Duration: Permanent

Location: Abu Dhabi

Job purpose:

To plan and coordinate all necessary administrative activities to ensure an effective management of the president’s operational support requirements.

Key Responsibilities:

Functional

Provide executive and administrative support to president.

Coordinate requests for information from internal and external stakeholders and provide a professional first point of contact for all enquiries.
Attend meetings with the president, if requested, to provide necessary information, and record matters that may need the president’s attention and follow up. This includes room bookings and equipment set up such as teleconferencing, data projector and refreshments
Receive visitors and VIPs with tact and courtesy and determine the purpose of the visit and directs them to the president’s office
Follow up with concerned parties on relevant resolutions/issues to ensure completion

Manage travel arrangements for the division and ensure coordination with the support services organizational Units to achieve cost optimization.
Maintain systems for recording and storing information in line with the division policy and procedures.

Prepare correspondence and prepare briefing packs, reports and papers as and when requested

Coordinate with the University’s units to provide the BoT with data and information needed to facilitate decision making on all issues presented to the BoT.
Coordinate cross functional efforts in carrying out special studies as directed by the BoT.
Carry out other similar or related duties such as developing a follow-up system in coordination with the concerned University’s units, following up with the Head of Legal and Compliance to ensure all BoT related records and documents are updated and properly filed.
Ensure continuous improvement across all services of the president’s Office
Undertake any other related duties as assigned by the president.

Operational

Institutional Strategy

Implement the plans to ensure seamless operations that facilitate the achievement of the University’s strategic objectives.
Provide data in a timely manner and support in preparing reports to the management and recommend operational improvements to support in planning, decision making and continuous improvement

Financial & Organizational Management

Implement corrective action as necessary and in line with the approved governance process to ensure complete adherence to president’s office budget and highlight any deviation from the plan in a timely manner.
Provide budget inputs to formulate president’s office budget and submit for approval and further consolidation.

Stakeholder Management

Manage the collaboration with and engagement of relevant internal and external stakeholders to ensure effective achievement of programs and objectives in line with the university’s strategic objectives.

Internal Stakeholders

Board of Trustees (BoT) & Executive Committee (EC)
Faculty Affairs
Institutional Effectiveness and Quality Assurance
Marketing & Communication
Legal Affairs
Academic Affairs and Research Division

Outreach and Engagement Division
Support Services (e.g., HR, Finance, IT, etc)

Purpose

To provide administrative support to BoT and EC and follow up on any actions of their meetings.

Coordinate between president and faculty affairs for any actions that require the president’s support
To coordinate with Institutional Effectiveness and Quality Assurance to ensure coordination and support to develop the University’s strategy
Ensure coordination with the Marketing & Communication to organize and conduct awareness sessions and any other events that involves the president’s presence
Coordinate with the Legal Affairs Organizational Unit for the review and assessment of any of the president’s office related documents
Coordinate with Academic Affairs and Research and Outreach and Engagement for any actions that requires the president’s attention and/or input
Ensure coordination with other departments to respond to their requests and to fulfil their operational requirements

External Stakeholders

Public and Private Sector Entities
Logistics Services Providers

Purpose

To coordinate with external entities in relation to all matters relating to president’s requirements (agenda, meetings, and events)
To coordinate with logistics service providers regarding president’s travel and transport requirements

Academic Qualification

Bachelor’s degree in Business Administration or equivalent.

Professional Experience

4 to 6 years of experience

Behavioral Skills

Partnership and collaboration
Customer focus
Innovation
Effective communication
Self-management
Business orientation
Problem solving and decision making
Dedication to quality & excellence

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