Executive Secretary (Higher Education / University Experience)

Executive Secretary (Higher Education / University Experience)

Job Purpose

The Executive Secretary provides high-level administrative and executive support to the Office of the President/Provost, ensuring the smooth and efficient operation of the executive office. The position is responsible for managing executive schedules and correspondence, coordinating meetings and official engagements, supporting institutional initiatives, and facilitating effective communication with internal and external stakeholders.

The successful candidate will demonstrate a high level of professionalism, discretion, confidentiality, organization, and the ability to work effectively in a fast-paced higher education environment.

Qualifications & Education

• Bachelor’s or Master’s degree in Business Administration, Management, Public Administration, or a related field.
• Additional qualifications in Executive Administration or Secretarial Management are an advantage.

Experience

• Minimum 4–7 years of relevant administrative or executive support experience, preferably within a university, higher education institution, government entity, or similarly structured organization.
• Previous experience in a higher education or university environment is essential.
• Previous experience supporting a President, Provost, Vice President, CEO, Dean, or other senior executive is highly preferred.
• Demonstrated experience in managing confidential information, executive correspondence, meetings, calendars, and official engagements.

Skills, Knowledge & Competencies

• Fluency in Arabic and English is mandatory, with excellent written and verbal communication skills in both languages.
• Excellent organizational, time-management, and multitasking skills.
• High level of professionalism, discretion, confidentiality, and integrity.
• Strong written communication and document-editing skills, particularly in Arabic and English.
• Ability to manage sensitive information and executive correspondence with appropriate judgment.
• Strong knowledge of administrative procedures, university protocols, and higher education environments.
• Excellent interpersonal and communication skills, with the ability to interact professionally with senior executives, faculty, staff, students, government representatives, VIPs, and external stakeholders.
• Ability to work independently, prioritize competing demands, and meet strict deadlines.
• Strong attention to detail, accuracy, and follow-up.
• Excellent problem-solving and coordination skills.
• Proficiency in Microsoft Office and other relevant administrative systems.

Key Responsibilities

• Manage and maintain the President’s/Provost’s calendar, including meetings, appointments, official engagements, and travel arrangements as required.
• Screen, review, prioritize, and coordinate incoming correspondence, ensuring that urgent and critical matters are brought to the attention of the President/Provost.
• Draft, review, translate, and edit official correspondence, reports, presentations, speeches, announcements, and other executive documents in Arabic and English.
• Review and verify the accuracy, quality, and consistency of sensitive Arabic documents prepared by internal departments.
• Organize and coordinate executive meetings, including agendas, supporting documents, invitations, meeting rooms, logistics, and follow-up actions.
• Coordinate official visits, VIP meetings, and institutional engagements in collaboration with the Protocol Director and relevant departments.
• Serve as a professional point of contact between the President/Provost’s Office and internal and external stakeholders.
• Support the implementation and follow-up of directives, projects, strategic initiatives, and decisions issued by the President/Provost.
• Maintain accurate records, files, correspondence, reports, and confidential executive documents.
• Prepare meeting materials, briefing documents, minutes, and action trackers as required.
• Monitor follow-up actions arising from meetings and executive instructions and ensure timely completion by the concerned departments.
• Coordinate with academic and administrative departments on matters referred by the President/Provost’s Office.
• Assist in preparing and coordinating official events, ceremonies, delegations, and institutional functions.
• Handle confidential and sensitive information with the highest level of discretion and professionalism.
• Represent the President/Provost’s Office professionally when communicating with government entities, partners, officials, and other external stakeholders.
• Ensure all executive office activities and deliverables are completed accurately, efficiently, and within established timelines.
• Perform other duties and responsibilities as assigned by the President/Provost or authorized supervisor.

About American University in the Emirates (AUE)

The American University in the Emirates (AUE) invites applications from well-qualified candidates for administrative and academic positions. Located in Dubai International Academic City, AUE is committed to providing a dynamic, innovative, and supportive environment that promotes academic excellence, professional development, and institutional growth.

At AUE, we believe “Nothing is Impossible is the Pathway to Success.”

AUE comprises eight dynamic colleges: College of Law, College of Education, College of Health Science, College of Design, College of Business Administration, College of Media and Mass Communication, College of Engineering and Technology, and College of Security and Strategic Studies. Each college offers distinctive academic programs and contributes to AUE’s commitment to providing a high-quality educational experience.

The American University in the Emirates is accredited by SACSCOC (the Southern Association of Colleges and Schools Commission on Colleges) to award baccalaureate and master’s degrees.

AUE is officially licensed to operate as a higher education institution, and its academic programs are accredited by the Commission for Academic Accreditation (CAA), Ministry of Education, United Arab Emirates.

The College of Business Administration is a member of AACSB (The Association to Advance Collegiate Schools of Business), with its Bachelor of Business Administration, Master of Business Administration, and Master of Sport Management programs accredited by AACSB.

The Bachelor of Computer Science in the College of Engineering and Technology is accredited by the Computing Accreditation Commission of ABET.

The College of Design has received the designation of Substantial Equivalency from NASAD (The National Association of Schools of Art and Design) for its Bachelor of Science programs in Fashion Design, Graphic Design, Interior Design, and Animation.

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