Executive Assistant - Riffa, البحرين - American University of Bahrain

وصف

The Executive Assistant will provide executive-level administrative support to the President's Office and the Manager - Executive Office and Regulatory Compliance. This role involves anticipating and executing the needs of the executive team while assisting with daily operations and providing light support on regulatory compliance matters, particularly HEC-related tasks. The assistant will coordinate with the management team and other departments to ensure alignment of activities with organizational priorities. Additionally, the role includes filtering and prioritizing communications for the executive team, transmitting key information, and facilitating the execution of high-level initiatives. The ideal candidate is highly organized, proactive, and capable of managing multiple tasks in a dynamic environment. Key Responsibilities:

• Manage and maintain complex calendars for the Executive Office, including scheduling meetings, appointments, and events, ensuring all associated details are arranged.
• Handle incoming phone calls, emails, and correspondence, ensuring timely responses and communication flow on behalf of the President and executive team.
• Act as a liaison between leadership, executives, faculty, administrators, staff, and external entities to resolve inquiries and issues.
• Assist in preparing documents, reports, presentations, meeting minutes, and distribute various materials as needed.
• Coordinate travel arrangements, develop itineraries, and process expense reports for the Executive Office.
• Make decisions based on a strong working knowledge of the President's responsibilities and priorities.
• Ensure the smooth operation of day-to-day office functions, addressing logistical needs and overseeing administrative support staff.
• Maintain the confidentiality of sensitive information and ensure the efficient operation of the President's Office, working flexible hours as required.
• Perform general administrative tasks such as filing, document organization, and managing office supplies.
• Draft and distribute internal and external communications.
• Assist in coordinating and supporting university events, meetings, and special projects.
• Maintain an organized filing system for correspondence and other important materials.
• Assist with tracking and organizing compliance-related documentation, particularly HEC reports and submissions.
• Monitor deadlines and ensure timely submission of regulatory materials.
• Coordinate with various departments to gather and prepare necessary information for regulatory purposes.
• Provide backup support for the Manager when needed.
• Perform other duties as reasonably required by management, contributing to the overall efficiency of the Executive Office.

Requirements:

• Bachelor's degree in a relevant field is required.
• Communication and Relationship Building.
• Organizational skills.
• Discretion.
• Adaptable.
• Proficient in Arabic and English, both written and verbal communication.

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