Executive Assistant To the Provost
Zayed University
مجموع سنوات الخبرة :13 years, 3 أشهر
• Work as a representative of the Provost office, ensures the effective organization, coordination, and facilitation of work process, protocols, and activities for the Office of the Provost
• Work with other senior university representatives as well as external representatives to ensure priorities and accountability of the office are met. Provides senior-level executive and organizational support.
• Provide information, advice, and guidance to all (senior administrators, faculty, staff, students, and external clients) about the elements of the University on all matters relating to the operations of the University (i.e., consultancy, policies, and procedures, visits, processes, and guidelines).
• Coordinate with different units regarding the updating of policies and procedures from the time the proposals for new or revised policies are received by the Office of the Provost until all approvals are obtained.
• Coordinate with different units to ensure that all newly approved policies and procedures are properly documented and that the latest copies are posted on the Intranet.
• Prepare, draft memos and official letters to internal and external officials in both English and Arabic.
• Receive all forms of communication addressed to the Provost, screens and provides all-important letters to his attention, sends these letters to concerned employees for action as per the Provost’s advice, and follow-up on these items to ensure that we provide timely and accurate responses to different business units and organizations.
• Ensure the effective coordination, operation, and organization of the Office of the Provost by establishing and maintaining efficient business and administrative processes, practices, and systems.
• Build professional relationships with senior ZU management, representatives, students, and external leaders in the business, government, the UAE, and global community.
• Independently handles a diverse project portfolio and workload, often coordinating efforts through others, delivers service with a sense of urgency to meet timeframes and deliverables.
• Ensure that the Office of the Provost functions as smoothly and efficiently as possible making recommendations and taking action for positive change.
• Demonstrate a high level of ability using MS Office and other pc applications: PowerPoint, Word, Excel, and others.
• Proactively identify issues and priorities bringing to the attention of the Provost or others in senior management.
• Plan, organize and execute effective delivery of programs and events.
• Act as an ambassador, first point of contact, and role model representing the Office of the Provost with professionalism at the highest levels.
• Handle all correspondences in Arabic from governmental bodies addressed to the Office of the Provost and make sure they are handled professionally.
• Plan and organize visits to ZU by selected visitors specifically invited through the Office of the Provost; ensures appropriate protocol is implemented when working with senior officials of government, industry, and higher education.
• Liaise with ZU college and department administrators through the Office of the Provost to ensure communication and understanding of projects, directives, etc.
• Attend meetings and take minutes of meetings such as Executive Committee, Provost, and Academic Council and follows up on action items.
• Handle and send out all campus announcements from colleges & departments under the office of the Provost.
• Maintain the Provost calendar and schedule.
Management for the Office of the 2 Senior Managements.
Booking appointments for the 2 Senior Managements.
Handling all telephone, fax, e-mail and other communication.
Managing and collecting incoming and outgoing post, faxes and e-mails.
Assist in planning of events, meetings & conferences
Handling calendars for the 2 Senior Managements
Checking, formatting and sending outgoing correspondence for the Provost and VPAA.
Arranging and Minute-taking for Board Meetings and other meetings as necessary.
Organizing and attending meetings, and ensuring the manager is well-prepared for meetings
Producing documents, briefing papers, reports and presentations
Arranging flights including booking hotels.
Greet and assist staff, faculty, and students
Handle confidential documents and information
Knowledge and high level of proficiency in the use of all office equipment
Provide back-up support to the Office of the Provost and VPAA operations with miscellaneous administrative duties
Mapping the office locations for all full time & part-time faculty
Managing Administrative Assistants of all schools
Set up and maintaining a well-organized filing systems for the Office of the Provost and VPAA
Handling invoices, expense claims and general expenses for the 2 managers.
Helping in preparing reports & the University Catalogue & Handbooks.
Setting up the latest Directory for faculty / staff.
Translating Business card to Arabic for all faculty & staff
Translating all signs on campus to Arabic
Writing official Arabic letters to governmental authorities
Translating all incoming Arabic letter
Provide full administrative support and back up assistance to other Executive Assistants as and when required
Manage nominated issues directly with senior staff in the Office of the Vice-Chancellor and the Provost, and Members of the Executive Team and the Deans.
Project leadership - handling substantial projects this includes initiating, assigning work,
coordinating project teams, tracking and providing advice on the status of outstanding
issues and managing the implementation of decisions Manages special projects.
Liaise with Deans and Divisional Heads. Ensure the accurate representation of and awareness of the University and the Vice Provost's strategic and operational goals, implications of current policy issues and emerging issues.
Promote and facilitate cooperation between the Office of the Vice-Provost, the Vice-Chancellor, Provost and Divisions and Colleges, and liaise with the Deans and Directors on the interpretation, implementation and reporting of actions directed by the Vice-Provost.
Office Management - coordinate staff in the office of the Vice-Provost and implement solutions to improve the effectiveness of the office.
Manage nominated issues directly with senior staff in the Office of the Vice-Chancellor and the Provost, and Members of the Executive Team and the Deans.
Project leadership - handling substantial projects this includes initiating, assigning work,
coordinating project teams, tracking and providing advice on the status of outstanding
issues and managing the implementation of decisions Manages special projects.
Liaise with Deans and Divisional Heads. Ensure the accurate representation of and awareness of the University and the Vice Provost's strategic and operational goals, implications of current policy issues and emerging issues.
Promote and facilitate cooperation between the Office of the Vice-Provost, the Vice-Chancellor, Provost and Divisions and Colleges, and liaise with the Deans and Directors on the interpretation, implementation and reporting of actions directed by the Vice-Provost.
Office Management - coordinate staff in the office of the Vice-Provost and implement solutions to improve the effectiveness of the office.
Bachelor's of Art Degree with honor