Executive Assistant, AUC Press Director

Reports to: Director, AUC Press

Purpose: The job holder acts as an advisor to the director for all administrative aspects and will oversee, coordinate and implement a variety of departmental activities, which include, but are not limited to, overseeing procedures of new hires, department strategies and records-keeping under the direction of the director. He/she will support the director of the Press and other senior managers, as necessary, and is the main liaison point with AUC’s Human Resources, Travel and President’s Offices. In addition, to support duties, the holder will also be responsible for projects relating to the strategic and business objectives of the Press.

Principal Accountabilities:

  • Handle the issuance of required new ISBN’s for new titles (books) from Dar el-Kutub and updating the database with the obtained ISBN and CIP numbers
  • Generate and submit the metadata files for digital libraries accurately and on time
  • Generate the required title submission forms for digitalizing certain titles
  • As necessary, update the Hoopoe website database with new titles
  • Handle the AUC Press email account and submitting a list of the latest subscribers to the AUC press mailing list to the marketing department on a weekly basis
  • Liaise with AUC's human resources with regard to staff issues, annual assessments, etc
  • Prepare the appointment agreements and the due monthly payment for consultants and service providers
  • Responsible for the settlement of the department’s AMEX card monthly charges
  • Manage the AUC Press capital expenditure budget working with the Office of the Controller
  • Responsible for maintaining SAP operations eg. fund reservations, purchase requisitions, supply store orders, overtime, annual leaves and travel
  • Supervise requesting book orders and follow on their delivery with required parties
  • Supervise department staff and provide administrative and logistical support and guidance for different administrative functions carried
  • Responsible for the maintenance of equipment and contracts if any
  • Maintain attendance and leaves records and generating the related reports
  • Maintain the calendar of AUC Press Director and prepare required meetings’ material
  • Organize travel and accommodation for senior management; processing per diem payments and booking airline tickets and airport transportation
  • Organize all department events and activities
  • Serve as a focal point for managing department administration and ensuring high-quality service that supports AUC Press managing team in achieving the department’s mission, objectives and values
  • Maintain and establishing an updated filing system and database
  • Acting, as necessary, as office manager for the Tahrir and New Campus AUC Press Offices
  • Responsible for strategic or business projects, as assigned
  • Perform other related duties as requested from the direct supervision

Requirements:

Minimum Education Requirement(s): University degree is required.

Experience: Minimum of eight years of administrative support at a senior level.

Skills:

  • Excellent interpersonal, communication, organizational and management skills
  • Demonstrated ability to take initiative, work under pressure, to multi-task and to be self-motivated is essential
  • Excellent computer skills in Microsoft Office Word, Excel, PowerPoint, Skype, Google+ and knowledge of SAP is an asset
  • Fluent English and Arabic language skills
  • High level of confidentiality and attention to details
  • Good understanding of internal policies and procedures and required compliance
  • Ability to work independently
  • Ability to manage business-related projects independently

 

This position is open until October 10, 2019

 

Placement is based on the candidate’s experience and skills. Only candidates who make it to the shortlist will be contacted. If interested, send an updated and detailed resume to hr1@aucegypt.edu, stating “Executive Assistant to the AUC Press Director” in the subject line.

 

“We thank all individuals who have expressed interest in working at The American University in Cairo.”