Job Purpose:
The Administrative Assistant will provide comprehensive administrative support to the TL Senior Director and the department as a whole, ensuring efficient operations through effective communication management, events management, scheduling coordination, and accurate document processing and archiving, thereby facilitating seamless workflow and supporting both internal and external stakeholders.
Core Responsibilities:
- Executive Support for Senior Director: Manage the TL Senior Director's executive calendar, schedule multi-stakeholder appointments, anticipate operational needs, and prepare background briefing materials, while ensuring proactive time management, optimal schedule prioritization, and seamless meeting readiness
- Department Meeting Management: Manage the department calendars, schedule appointments, and coordinate logistics for meetings and events, while ensuring accurate schedule alignment, optimal time utilization, and seamless event execution
- Communication Management: Manage internal and external communications, including emails and phone calls, ensuring clear and timely responses
- Administrative Tracking, Record and File Management: Maintain organized digital filing systems, ensuring efficient access to records
- Monitor deadlines and pending actions, and prepare routine administrative updates and reports as needed
- Document Preparation: Prepare documents such as reports, letters, and event materials, while ensuring precise formatting, high visual quality, and compliance with institutional standards
- Procurement and Expense Processing: Process purchase orders, travel requests, and supply requisitions, while ensuring strict adherence to university financial guidelines, correct budget allocation, and timely processing
- Event Coordination: Assist or lead in organizing events, workshops, and meetings, including catering and room setup
- Travel Coordination: Coordinate domestic and international travel arrangements, including travel requests, itineraries, accommodation, transportation, and related documentation, as required
- Supply Inventory Management: Track and maintain department supplies and inventory
- Coordination with Stakeholders: Coordinate with faculty, students, and external vendors for administrative requests, business needs, and projects
- Interdepartmental Liaison: Serve as a point of contact between the department and university offices like HR, IT, finance, and facilities
- Staffing Support: Assist with onboarding and scheduling temporary staff or student assistants
- Compliance with University Policies: Ensure adherence to University administrative protocols and data privacy standards
- Data Privacy and Confidentiality Management: Manage sensitive organizational, personnel, and institutional data with absolute discretion, while ensuring strict compliance with university administrative protocols, data privacy standards, and confidentiality guidelines
- General Administrative Support: Perform other administrative duties as assigned
Qualifications:
Education and Experience:
- Bachelor's degree in a relevant field
- A minimum of five years in an administrative support role
Skills:
- Organizational: Strong time management, scheduling, and record-keeping skills
- Communication: Good verbal and written communication; 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 August 26, 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.
