تفاصيل وظائف إدارية فى الجامعة الأمريكية
Executive Assistant to the President, Office of the President
About the job
Reports to: Executive Director with dotted line to the President, Office of the President
Purpose: The job holder relieves the president and the executive director of operational and administrative details and performs administrative functions that require a thorough knowledge of the University’s policies and procedures. In addition, he/she will be asked to develop effective systems and processes to ensure the proactive planning and management of a highly complex schedule of presidential functions which require prioritizing and reprioritizing commitments as necessary. The job holder is responsible to arrange complex travel arrangements, maintain key contacts, and manage the president’s database. Also, prudently identify and resolve issues as applicable. He/she will must proactively seek and build key relationships across the University and develop organizational knowledge in support of the president and initiatives. Finally, perform other duties as required to ensure the smooth operation and responsiveness of the President’s Office.
Principal Accountabilities:
Provide considered and well-articulated advice to the executive director and the president on key issues to support decisions related to the president’s portfolio and affairs as well as on key operational activities and tasks of presidential functions by establishing objectives; determining priorities; managing time; monitoring progress; making adjustments to plans, and ensuring proficient execution
Plan the integrated calendar for business planning by assigning dates to key leadership functions, ensuring alignment with the Board of Trustees committee and annual meetings, as well as with the various strategic planning and budget cycles, and the University’s academic calendar
Act as the primary contact for scheduling functions for the president. Plan the president’s business travel schedule, regular meetings, community engagement, international and local conferences, internal and external events, social engagements, and the University functions in coordination with different stakeholders ensuring the efficient utilization of the president’s time
Arrange efficient and cost-effective business and personal travel for the president by making travel arrangements, accommodation, tours and ground transportation. Prepare timelines for the trips with all logistical details
Arrange for the needed travel documents and logistics for the president and family
Ensure the president is well prepared by compiling and composing relevant briefing packets for different functions and travels
Organize presidential functions hosted at the office
Assist in the preparations of the Board of Trustees meeting
Develop, update and maintain the president’s calendar guidelines as part of the policies and procedures of the Office of the President
Serve as a liaison between the president and other University administrators, members of the Board of Trustees, senior leaders, public and private officials, faculty, staff, students, and parents by communicating and/or interpreting policies and decisions of the University
Manage the president’s contacts database, prepare official season greetings, tracks business contact information, and continuously update the advancement team on president’s interactions with key stakeholders
Responsible for the president’s business and personal filing system
Manage the president’s personal travel allowance, business finances, processing of medical insurance finances
Provide technical assistance to the president
Exercise independent analysis and judgment in prioritizing situations requiring attention and take steps to ensure strategic and operational priorities progress in a timely fashion
Help key executives make consistent decisions by advising them of historical precedents
Follow up on tasks assigned by the president to the office staff
Cover for the executive director of the office
Perform other related duties as assigned
Requirements:
Minimum Education Requirement:
A bachelor’s degree is in management or communications is preferred
Experience:
At least 10 years of work experience, including at least 5 years of experience supporting senior managers
Work experience in both the US and Egypt is highly desirable
Skills:
Excellent interpersonal, communication and management skills and demonstrated ability to take initiative and independent judgments
Extremely well organized, detail oriented, and independently manage multiple and competing priorities while meeting deadlines, and can perform well under pressure
Excellent computer skills including Microsoft Word and Excel
Have to be able to handle highly confidential and sensitive materials and situations
Strong computer and written communication skills
Experience in working for a senior administrator
Flexibility, discretion, tact, and diplomacy
Good knowledge of protocol and etiquette
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