Executive Assistant, Administration and Operations - Office of the Provost

Position Summary

Applications are welcome from all qualified candidates. In line with UAE regulations, Emirati candidates are encouraged to apply.

New York University Abu Dhabi (NYUAD) seeks to appoint an Executive Assistant, Administration and Operations reporting to the Assistant Provost of Academic Administration, Resource Planning, and Implementation.

This position provides comprehensive administrative and organizational support to the Vice Provost as well as the Office of the Provost. The role performs a wide range of administrative duties in support of the Provost. The incumbent ensures effective coordination of executive operations, stakeholder engagement, and office management functions in support of senior leadership and high-level academic stakeholders.

The incumbent plays a critical role in facilitating communication, managing complex schedules and logistics, coordinating cross-institutional activities (including Abu Dhabi and New York offices), and supporting strategic academic and institutional initiatives. The position requires a high level of professionalism, discretion, and the ability to manage multiple priorities in a dynamic environment.

Job Responsibilities:

Executive Support & Stakeholder Engagement

• Provide high-level administrative support to the Vice Provost and the Office of the Provost
• It also includes select support for Nobel Laureates and senior academic leaders as needed
• Manage and cultivate relationships with external stakeholders, partners, and community members
• Coordinate executive communications, meetings, and engagement activities
• Serve as a liaison between leadership and internal/external constituencies to ensure timely follow-up and effective relationship management

Administrative Operations & Coordination

• Manage complex calendars and coordinate scheduling for senior leadership
• Organize travel arrangements (domestic and international), prepare itineraries, and manage meeting logistics
• Coordinate with university offices in Abu Dhabi and New York to facilitate cross-campus initiatives
• Prepare correspondence, maintain records, document meeting minutes, and ensure appropriate tracking of action items

Project & Initiative Support

• Support departmental and institutional initiatives and projects as needed
• Assist in organizing materials, tracking progress, preparing reports, and coordinating meetings

Financial & Procurement Support

• Process and maintain records of expenses, reimbursements, and financial documentation
• Coordinate transportation requests while maintaining strict confidentiality
• Manage procurement-related activities, including purchasing and payment processing, in accordance with university policies

Office Management & Operational Support

• Provide office coverage and administrative support for both the Office of the Provost
• Maintain office supplies, coordinate mail and deliveries, process forms, and ensure smooth day-to-day office operations

Communication & Documentation Support

• Create and update organizational charts, PowerPoint presentations, briefing materials, and other communication documents
• Respond to inquiries and resolve routine and moderately complex administrative issues in consultation with supervisors when necessary

Qualifications

Required Education:

• Bachelor's degree or equivalent combination of education and experience

Required Experience:

• Minimum 3–5 years of progressively responsible administrative experience supporting senior leadership, preferably within higher education or a complex organizational environment

• Demonstrated ability to support senior leadership in a fast-paced environment

• Excellent organizational and time management skills

• Strong written and verbal communication skills

• Ability to handle sensitive and confidential information with discretion

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)

• Strong attention to detail and follow-through

• Ability to coordinate across multiple offices and time zones

Additional Information

NYU Abu Dhabi is a degree-granting research university with a fully integrated liberal arts and science undergraduate program in the Arts, Sciences, Social Sciences, Humanities, and Engineering. NYU Abu Dhabi, NYU New York, and NYU Shanghai, form the backbone of NYU’s global network university, an interconnected network of portal campuses and academic centers across six continents that enable seamless international mobility of students and faculty in their pursuit of academic and scholarly activity. This global university represents a transformative shift in higher education, one in which the intellectual and creative endeavors of academia are shaped and examined through an international and multicultural perspective. As a major intellectual hub at the crossroads of the Arab world, NYUAD serves as a center for scholarly thought, advanced research, knowledge creation, and sharing, through its academic, research, and creative activities.