JOB PURPOSE SUMMARY
Provides administrative support to ICE management and project managers by coordinating the logistics of ICE operation and training programs. Manage communication with all stakeholders.
CRITICAL SUCCESS FACTORS
Provides administrative support to allow ICE and the Director to function smoothly and effectively.
Interacts effectively, professionally and courteously with all internal and external clients and visitor inquiries and requests.
Carries out all duties with a high degree of accuracy and attention to work deadlines.
Performs general clerical duties applying established office system procedures.
KEY ACCOUNTABILITIES
- Performs administrative duties for the Director of ICE
- Receives incoming visitors and phone calls and responds to requests.
- Prepares bilingual Arabic and English correspondence, presentations, reports, agendas, background materials and minutes. Maintains files and stock of informational material for visitors.
- Organizes and schedules meetings and appointments, notifying attendees of location and time. Coordinates room bookings, equipment and catering for project managers.
- Collects, screens, distributes mail and prepares outgoing mail and liaises with courier companies for collection, when needed.
- Collects, distributes and sends faxes, performs photocopying, maintains working order of the office machinery.
- Coordinates all logistical requirements on campus or at clients’ sites.
- Support the Project Managers by coordinates all administration requirements and aspects of ICE training programs.
- Maintains ICE inventory in terms of office supplies, training materials, equipment and files
- Maintains accurate records/files of classes, instructors, and students.
- Coordinates participants’ assignments and keep records of them and follow up with participants regarding their assignments.
- Advises participants regarding training programs; explains education, training, enrollment availability, requirements etc…
- Perform other related tasks as requested by the Director.
DEGREE OF INDEPENDENCE/COMPLEXITY OF ENVIRONMENT
- Integrity, confidentiality and discretion are an absolute must.
- Very high degree of independence, responsibility and judgment.
- Able to manage a diverse portfolio and workload, delivering service with a sense of urgency to meet time-frames and deliverables.
- Acts as an ambassador and role model representing the office with professionalism at the highest levels.
WORKING RELATIONSHIPS/IMPACT OF INTERACTIONS
- Works closely with the ICE management and project managers.
- Builds professional relationships and credibility with external groups and members of the ZU community including government and industry officials at the highest level.
- Facilitates action and decision-making, ensuring high quality outcomes.
- Effectively represents the interests of ZU management.
- Deals with issues of highly confidential and sensitive nature requiring professionalism and discretion.
EDUCATION & EXPERIENCE REQUIREMENTS
- Must possess a Bachelor degree from an accredited institution, with a minimum of 2 years of experience working in a secretarial/ administrative role, preferably with senior management or in an educational institution.
- Demonstrated success in planning, organization and execution of programs, events, service and deliverables.
- High degree of computer competency using email, Office (Word, Excel and PowerPoint), web-based tools.
- Sound working knowledge of Zayed University is preferred.
- Bilingual (English/Arabic) is an asset
