Administrative Assistant - Mastercard Foundation Scholars Program, Grant Position

Reports to: Senior Director, Mastercard Foundation Scholars Program

Role Purpose

The Administrative Assistant provides comprehensive administrative support across the grant operations and executive assistance to the senior director. He or She manages high-level meeting schedules, event logistics, human resources onboarding, office knowledge management systems, procurement, and daily office workflows to ensure seamless operations across large research, policy, and training projects.

Core Responsibilities

• Executive Support and Daily Agenda Management: Coordinate the senior director's daily calendar, internal or external meeting appointments, travel arrangements, document preparation, and high-level meeting schedules, while ensuring efficient time management, smooth workflow, and strict confidentiality of executive matters
• Office Operations and Procurement Administration: Manage day-to-day office operations, visitor reception, office supply inventories, print publications, and SAP financial transactions, while ensuring timely equipment purchasing, proper resource availability, and full compliance with AUC financial guidelines
• Event and Meeting Logistics Management: Coordinate complete logistical arrangements for center events, while ensuring high-quality execution, seamless on-site support, and accurate meeting minute documentation
• Travel and Accommodation Coordination: Direct domestic and international travel logistics for staff, affiliated professors, and visiting international Principal Investigators (PIs), while ensuring seamless travel itineraries, prompt bookings, and clear communication across teams
• HR Logistics and Staff Onboarding Support: Facilitate recruitment scheduling and the end-to-end onboarding process for new center staff, while ensuring positive employee integration and clear scheduling
• Knowledge Management and Record Administration: Maintain and update contact listservs, Salesforce project and personnel databases, internal website knowledge libraries, and cloud filing systems, while ensuring data privacy, system accuracy, and easy retrieval of critical project documentation
• Grant and Project Operations Collaboration: Support day-to-day administration for complex donor-funded research, policy, and training projects, while maintaining effective cross-office coordination with AUC travel, procurement, facilities, and academic support units
• General Administrative Support: Perform other related administrative duties as assigned, while ensuring operational flexibility and alignment with center goals

Qualifications and Skills

Education and Experience

• Bachelor's degree in a relevant field
• A minimum of five years in an administrative support role

Technical Skills:

• Organizational: Strong time management, scheduling, and record-keeping skills
• Communication: Good verbal and written communication, with the ability to interact professionally with all levels of staff
• Technical: Proficient in Microsoft Office Suite, e.g., Word, Excel and Outlook, and SAP
• Problem-Solving: Proactive, adaptable, and able to handle multiple tasks with great attention to detail

This position is open until October 6, 2026

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

The American University in Cairo is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Individuals with disabilities are encouraged to apply.

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