Senior Administrative Affairs Assistant, Executive Education, Administration (10000334)

Reports to:  Executive Director, Executive Education (Exec. Ed)

Purpose: The job holder is responsible for carrying out administrative work pertaining to the Office of the Executive Education's Executive Director and Executive Education senior management team, as well as assisting the Executive Director in his various responsibilities and accountabilities. He/she is responsible for planning, maintaining and supervising a wide range of Exec. Ed activities including events, guest speakers, seminars, and webinars among others. Work is based on flexible and extended hours in all Executive Education and training venues.

Principal Accountabilities:

Assistant

  • Assist the Exec. Ed Executive director in all functions related to business aspects
  • Support Exec. Ed senior management team
  • Coordinate appointments and update calendar for Exec. Ed Executive director
  • Call for departmental meetings, and maintain records of department meetings
  • Organize Exec. Ed advisory council meetings and take detailed minutes
  • Responsible for all office work, filing and answers routine correspondence
  • Prepare fund reservation for payments for external vendor and internal services for Exec. Ed
  • Prepare payment requests for procurement for Exec. Ed
  • Prepare and handle travel reservation requests and arrange logistics for Exec. Ed
  • Handle confidential information and serve as the central contact for general unit information
  • Serve as a liaison with other departments’ within the AUC

Human Recourses

  • Ensure following the AUC HR policies and procedures
  • Continuously monitor the administrative aspects of staff members (attendance, leaves, overtime, contracts, requests, complaints)
  • Prepare and monitor annual staff training plan in accordance with performance appraisals and Exec. Ed strategic directions, ensure its implementation and produce status reports
  • Continuously monitor compliance with the Exec. Ed, School of Business and AUC policies and procedures related to the human resources
  • Develop and implement a mechanism to follow up on contracts progress and implementation, and produce timely reports on contracts status

Contracting               

  • Maintain with top management and AUC concerned offices, templates for different types of contracts to be used to achieve standard operations (consultants, subcontractors)

Communication

  • Follow-up on the stock and the update of all communication material (brochures, flyers, rollups, banners, ads., mailshots, newsletters) in accordance with the Exec. Ed policies and procedures and following the School of Business’ Office of Marketing and Communication as well as the AUC communication office directions
  • Ensure the effective and timely communication with Exec. Ed staff in AUC old and new campuses and all AUC offices
  • Assist and coordinate with the alumni and Stakeholders Engagement Office of the School of Business in the CRM system
  • Share newsletters, events, seminars, webinars with staff

Exec. Ed Visibility

  • Coordinate the participation of Exec. Ed in public exhibitions and conferences

Guest Speakers

  • Manage the invitation of guest speakers to Exec. Ed classes in order to share practical experience to enrich the learning process if possible
  • Prepare and organize a rich database for Exec. Ed guest speakers

Reporting

  • Produce weekly, monthly and annual reports reflecting the status of all activities
  • Produce other ad-hoc reports requested by Exec. Ed Executive Director and senior management
  • Participate and perform any other duties and projects as assigned by management

Requirements:

Minimum Education Requirement: A university degree is required.

Experience:  Minimum of five to seven years of experience in the field of training or admin work in a business related field.

Skills:

  • Language Skills: Fluent English (oral/written)
  • IT Skills: excellent MS office and internet research.
  • Good communication and presentation skills
  • Negotiations and problem-solving skills
  • Report writing skills
  • Ability to perform under stress

 

This position is open until September 2, 2019

 

Placement is based on the candidate’s experience and skills. Only candidates who make it to the shortlist will be contacted. If interested, please send an updated and detailed resume to hrdowntown@aucegypt.edu, stating “10000334 Senior Administrative Affairs Assistant, Executive Education Administration in the subject line.

 

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