Executive Operations Assistant

About UOWD

Established in ‎1951 and ranked in the top ‎1% of universities worldwide,
Australia's University of Wollongong is a global brand with international
campuses in Dubai, Hong Kong and Malaysia.
University of Wollongong Dubai (UOWD) offers over ‎40 internationally
recognised bachelor and master degrees spanning ‎10 in-demand industry sectors.
All of our degree courses are accredited by the UAE Ministry of Education's
Commission for Academic Accreditation (CAA) and licensed by Dubai's Knowledge
and Human Development Authority (KHDA), as well as being recognised by leading
professional organisations such as AACSB, ACCA, ACS, CIM, CIPD, CPA, Engineers
Australia, PMI, and others.
The first internationally accredited Australian university in the UAE, we are
the education gateway of choice for over ‎3,500 students, representing ‎100+
nationalities. Our global community of ‎152,000 alumni are pursuing career
goals with respected blue-chip companies and industry giants such as 3M, ADCB,
Adidas, Amazon, Deloitte, Emirates, FedEx, GE, IBM, Microsoft and Pepsico.
Additionally, research reveals that ‎83% of fresh graduates are employed
within six months of graduation.
Life at UOWD is rooted in the continued pursuit of excellence through
teaching, research and industry engagement, with the student experience at its
heart. Our ‎200,000-square-foot campus at Dubai Knowledge Park features access
to cutting-edge technologies and a mix of traditional and innovative learning
spaces, all housed in a vibrant modern setting that promises to deliver an
enriched learning experience for our students.
* QS World University Rankings ‎2023
*Data from the Graduate Destination Survey ‎2017 to ‎2020 About the Department

Reporting to the Executive Operations Lead (EO Lead), the Admin Assistant -
Executive Office will support the Executive Operations Team and play a vital
role in the University's achievement of its operational and strategic goals.
The incumbent will provide administrative support to the President, Executive
Director Finance and Administration (EDFA), Executive Director Academic
Affairs (EDAA) and support the day-to-day executive operations of UOWD
Requirements & Responsibilities

Administrative Support
* Manage and maintain, President, EDFA and EDAA schedules, appointments, and travel arrangements
* Answer and screen EDFA and EDAA phone calls and email management
* Take minutes during meetings and distribute them to participants
* Assist with executives and internal/external clients relations
* Handle confidential information with discretion and professionalism
* Provide general administrative support, such as managing Team's Channels, digital document management, preparing documents, etc.
* To provide coverage for the President's office in the absence of the EO Lead
Travel Management
* Plan and book travel arrangements for all UOWD employees and visitors, including flights, hotel accommodation, rental cars, and other transportation as needed.
* Coordinate travel logistics and ensure that all travel arrangements are in compliance with the company's travel policies and budgetary guidelines.
* Advise on visa requirements
* To assist EO Lead with planning and organizing itinerary for Board of Directors
Legal Review & Institutional Effectiveness Support
* Create and maintain a comprehensive index or database of all non-procurement contracts and related documents, including key data points such as contract type, parties involved, effective date, and expiration date, expected outcomes, actual outcomes and performance rating.
* Monitor contract expirations and deadlines, and provide timely reminders and alerts to stakeholders as needed. * Work with internal and external stakeholders to ensure that all contracts and related documents are reviewed, negotiated, executed, and filed in a timely and accurate manner.
* Collaborate with legal and compliance teams to ensure that all contracts and related documents comply with applicable laws, regulations, and company policies.
* Develop and implement policies and procedures for document retention, archiving, and disposal, in accordance with legal and regulatory requirements.
Operations Support
* Assist EO Lead in any relevant duties
Qualifications & Experience

Essential
* ‎3+ years of experience as an Executive Assistant, or a similar role.
* Strong organizational skills, with the ability to manage multiple tasks simultaneously.
* Excellent communication and interpersonal skills, with the ability to collaborate effectively with internal and external stakeholders.
* Proficiency in Microsoft Office and other relevant software.
Desirable
* Bachelor's degree in business administration, operations management, or a related field.
* Education sector experience