Administrative Assistant/Outsource

Abu Dhabi, United Arab Emirates
Friday, 10 January 2020
End of advertisement period
Sunday, 9 February 2020
Contract Type
Full Time

Organization Name        College of Engineering

About University

Khalifa University is a world-class,research-intensive institution in Abu Dhabi, the capital city of the United Arab Emirates (UAE). The University’s mission is to seamlessly integrate research and education to produce world leaders and critical thinkers in science, engineering and medicine, and also to be a catalyst towards Abu Dhabi’s 2030 vision for a knowledge-based economy. Khalifa University has three campuses in the city of Abu Dhabi – the KU Main Campus, Masdar City Campus and the Sas Al Nakhl Campus, the latter two housing the internationally renowned Masdar and Institute and Petroleum Institute, respectively

Brief Description

Administrative Assistant is responsible for providing support services to the Vice President, Administration, Facilities and EHS that includes various types of communication, answering queries, scheduling visitors, coordination of mail pickup and delivery, arranging courier services, scheduling meeting rooms, travel and accommodation booking and etc.

Detailed Description

  • Support all the activities including office management, implementation of procedures, process management, records management and diary management
  • Enhance and implement administrative systems as and when needed to increase efficiency
  • Manage the Line Manager's various projects and initiatives and follow through on issues in a timely manner
  • Review and summarize miscellaneous reports and documents; preparing background documents as necessary
  • Assist the Line Manager's in preparing presentation materials
  • Effective communications management of the Line Manager's office and maintaining confidentiality
  • Effectively design, maintain and update filing system
  • Ensure protection, security and confidentiality of all files, records and reports
  • Responsible for heavy calendar management requiring interaction with both internal and external executives, stakeholders, as well as consultants
  • Arrange travel schedule and reservations for the Line Manager
  • Manage all incoming mail and identify items that require priority attention of the Line Manager
  • Receive and screen all communications for the Line Manager including telephone calls and e-mail messages
  • Prioritize, channelize, and facilitate communication from other business units
  • Independently responding to letters and general correspondence of a routine nature.
  • Organize and maintain the layout of the office and maintain the supplies
  • Attending Management, other meetings and taking minutes, as directed
  • Adhere to the University's information security and confidentiality policies and procedures, and report breaches or other security risks accordingly
  • Coordinate with other departments to facilitate the accomplishment of tasks and responsibilities, as and when needed
  • Perform any other tasks assigned by the Line Manager

Job Requirements

  • Bachelor’s Degree in related field
  • A minimumof 0-1 year of relevant experience

How To Apply

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Should you require further assistance or if you face any issue with the online application, please feel to contact the Recruitment Team (

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