Administrative Assistant
Zayed University
Total years of experience :23 years, 7 Months
Job responsibilities included:
• Provides full administrative and secretarial support to Assistant Dean, Dean and faculty to ensure college functions are
mirrored in Abu Dhabi.
• Maintaining the smooth and efficient running of the office.
• Carries out duties with high degree of accuracy strong written and oral communication skills, attention to
deadlines, and positive customer oriented attitude.
• Arranges transport when required, meetings and appointments; books meeting rooms; organizes equipment for
events, conferences or class projects; informs attendees of meetings.
• Produces agendas, information required for meetings and distributes to attendees.
• Makes arrangements for field trips, including correspondence, transportation arrangements and forms.
• Notifies classes and takes attendance when faculty are delayed to class or absent due to conference or sickness.
• Creates and maintains an organized filing system according to College procedures.
• Welcomes visitors when they arrive for appointments and liaises with other staff members on behalf of Assistant Dean and Dean.
• Assists Assistant Dean and Dean in managing their daily schedule.
• Answers telephone queries and takes messages for Assistant Dean and Dean.
• Prepares correspondence, presentations and reports as requested to mirror Abu Dhabi and Dubai formats.
• Assists Assistant Dean with student registration, add/drop and advising.
• Helps to co-ordinate activities on campus (eg. for Majors Day: Major’s Meeting; set-ups booth, prepares
brochures, handouts, banners and other related materials).
• Works closely with the College’s Senior Administrative Officer to assure consistent and centralized procedures for record and data collection are kept according to University and College procedures to mirror Abu Dhabi and Dubai in order to meet international accreditation standards.
• Has a good working relationship with associates on both (Dubai and Abu Dhabi) campuses.
• Participates in activities of the College’s administration, faculty and students.
● Manning Front Desk and handling busy switchboard.
● Sorting out incoming and outgoing mails and courier.
● Organizing office driver for pick-ups and deliveries.
● Maintaining daily timesheets and overtime sheets of all studio designers.
● In charge of staff annual leave and sick leave.
● Handling petty cash and preparing reconciliation report.
● Monitoring the Office phone and fax bills.
● Organizing hotels, travel and rent a car bookings.
● Administrative correspondence.
● Coordinating between the client servicing and the clients.
● Coordinating with the Local News Papers for the clients concerning Press
Releases.
● Providing instant service to the clients entailing provision of fastest solutions
to customer concerns customer satisfaction.
● Responsible for rendering secretarial service.
● Taking dictation, minutes of meeting and secretarial and administration correspondence.
● Arranging appointments for General Manager.
● Preparing Quotations and Sales Reports and handling telephone sales inquires.
● Attending telephone calls and typing letters.
● Attending to inquires regarding the advertisement for new admissions.
● Updating personal records of the Students.
● Arranging appointments for the Director of Sales.
● Coordinating with the advertising agencies for press release.
● Coordinating with the Lecturers and Students concerning projects, lectures etc.
● Updating College Notice Board.
● Preparing Students Identity Cards.
● Providing sales/order processing support to the customers and resolving client queries and issues pertaining to it.
● Secretarial/Administration correspondence.
● Short listing candidates and interviewing them as per client requirements.
● Relationship building with clients for enhanced terms ensuring continued and repeated business, also involving
follow ups for approvals and payments.
● Maintaining client relation and ensuring customer satisfaction.
● Booking of conference room for the Head of Department meetings (HOD).
● Taking minutes of meeting and transcribing them.
● Interacting with the Head of Departments.
● Arranging appointments.
● Maintaining Confidential Records.
● Secretarial correspondence.
● Organizing travel and hotel bookings.
● Keeping the corporate clients updated with the promotions, special offers and room rates.
● Ensuring smooth operations and customer satisfaction for our clients and corporate clients.
● In charge of Lady Hilton Club organized by Dubai Hilton.
● Updating Lady Hilton members regarding the special offers offered for Lady Hilton Members.
● Event coordinator for tri monthly Lady Hilton Members.