Executive Administrator, Administration and Operations

Position Summary

NYU Abu Dhabi invites applications from all qualified individuals, with a special encouragement for Emirati applicants as per UAE regulations. The university seeks an Executive Administrator for Administration and Operations, reporting to the Assistant Provost of Academic Administration, Resource Planning, and Implementation.

This role encompasses broad administrative and organizational support to the Vice Provost and the Office of the Provost. It involves varied tasks to ensure efficient coordination of executive activities, stakeholder interaction, and office management supporting senior leadership and distinguished academic personnel.

The Executive Administrator is pivotal in facilitating communication flows, managing complex schedules and logistics, coordinating initiatives across campuses in Abu Dhabi and New York, and aiding strategic academic and institutional efforts. The role demands professionalism, discretion, and proficiency in handling several priorities in a dynamic setting.

Responsibilities

• Deliver executive-level administrative assistance to the Vice Provost and the Office of the Provost.
• Occasionally support Nobel Laureates and senior academic officials as required.
• Establish and nurture relationships with external partners, stakeholders, and community members.
• Oversee executive communications, schedule meetings, and organize engagement activities.
• Act as a conduit between leadership and both internal and external audiences ensuring timely action and effective relationship handling.
• Manage intricate calendars and oversee scheduling responsibilities for senior leaders.
• Plan domestic and international travel, including itineraries and meeting arrangements.
• Coordinate with offices in Abu Dhabi and New York to support collaborative campus projects.
• Prepare official correspondence, maintain documentation, record meeting minutes, and monitor action items.
• Assist with departmental and institutional projects, including compilation of materials, monitoring timelines, reporting, and facilitating meetings.
• Maintain financial records like expenses and reimbursements, coordinating transportation requests confidentially.
• Manage procurement processes such as purchases and payments, adhering to university guidelines.
• Provide office coverage and help maintain daily operations, supplies, mail processing, and paperwork in the Provost’s office.
• Create and update organizational charts, PowerPoint presentations, briefing packages, and other communication resources.
• Address inquiries and resolve moderate administrative challenges, consulting supervisors when needed.

Qualifications

• A bachelor’s degree or an equivalent blend of education and work experience is required.
• Minimum of 3 to 5 years progressive administrative experience supporting senior leadership, ideally within higher education or a similarly complex institution.
• Proven track record of effective support in fast-paced environments.
• Excellent organizational, time management, written and verbal communication skills.
• Capability to manage sensitive and confidential information with discretion.
• Proficiency in Microsoft Office applications including Word, Excel, and PowerPoint.
• Strong detail orientation and ability to follow through diligently on tasks.
• Competence in coordinating activities across multiple locations and time zones.

Additional Information

NYU Abu Dhabi is a research-focused degree-granting university offering a fully integrated liberal arts and sciences undergraduate program across multiple disciplines. It operates globally alongside NYU New York and NYU Shanghai, facilitating international academic mobility. As an intellectual center at the nexus of the Arab world, NYUAD plays a significant role in scholarly research, creativity, and knowledge dissemination through extensive academic and cultural activities.