Administrative Support, Office of the President, Casual Position (5 months)

Reports to: Director of the Office of the President and Deputy Chief of Staff

Purpose: To provide professional and administrative support to the operation of the president’s office and to assist in the successful completion of activities and responsibilities within the office to ensure that the staff of the Office of the President is provided with top-quality administrative support for the smooth execution of all functions. Serves visitors by greeting, welcoming, and directing them appropriately 

Principal Accountabilities:

• Provide professional and administrative support to the operation of the president’s office to ensure that the Office of the President staff is provided with top-quality administrative support for the smooth execution of all functions
• Follows up with Office of the President staff regarding tasks assigned by the director of the office
• Serves visitors by greeting, welcoming, and directing them appropriately
• Supervises the service clerk to ensure a clean and presentable image of the Office of the President
• Makes sure that the support staff are aware of any changes in the daily schedule to act accordingly
• Assures that the administrative suite is operational: answers the phone and handles mail services
• Answers general inquiries from AUC’s senior administration, faculty, student and staff
• Handles mailing database, office filing and archives
• Coordinate with the transportation coordinator to book transportation for the president, his family, visitors and the director of the office
• Assists in preparing various requisitions and forms such as mail, printing and duplicating, car pool and business cards orders
• Requests designs for the president’s greetings card
• Responsible for translating incoming correspondence
• Responsible for the Office of the President’s email account
• Drafts memorandums to the president on behalf of the director of the office
• Responsible for the office and president’s data base and the president’s gift log under the directions of the director of the Office of the President
• Manages the director of the office schedule including communication with internal and external contacts
• Handles human resource related issues within the office such as coordinating the staffs’ attendance, overtime and leaves
• Manages the leave sheet of the senior leaders
• Prepares timeline for visits of distinguished visitors, consultants and other guests
• Sends security clearances for any guests visiting the Office or the President’s residence
• Prepares guest lists, drafts and sends invitations and follow up with RSVP for dinners and events
• Assists the senior manager of presidential events with the logistics related to the functions held at the president’s residence
• Assists with travel arrangements of the president and residence functions
• Helps in the organization of special events handled by the office
• Assists in meetings’ preparations for the board of trustees and New York office
• Prepares meeting documents in coordination with the senior officer at the president’s office
• Reserves rooms for different meetings and events
• Assists in logistical arrangements related to the Presidential Associate program
• Performs other related duties as assigned

Requirements:

Minimum Education Requirement:

Experience:

• Seven years of experience including three years in office management and public relations

Skills :

• Excellent interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse community
• Must maintain a high degree of confidentiality at all times, flexibility, discretion, tact and diplomacy
• Strong proficiency with English grammar and business correspondence with high level of attention to details and high level of accuracy
• Excellent command of Arabic both spoken and written
• Ability to work with staff, students, and faculty from diverse cultural backgrounds in a dynamic and complex environment within a large organization
• Ability to work under pressure and meet deadlines
• Ability to exercise independent judgment and take initiative
• Proficient with Word, Excel, and Power Point
• Exercise judgment and initiative in carrying out all office responsibilities and maintain confidentiality regarding all office affairs

The position is open until July 27, 2021

Placement is based on the candidate’s experience and skills. Only candidates who make it to the short list will be contacted.

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