Executive Assistant

Job description / Role

Why the American University of Iraq—Baghdad?
Opening its doors in January 2021, the new American University of Iraq—Baghdad (AUIB) began as a dream of influential individuals in Iraqi and United States business, industry and government who want to see a world-class institution of higher learning established in the city, reminiscent of the days when Baghdad was an educational mecca and flourishing capital of the Muslim world. With a great library, palatial college buildings and student centers, state-of-the-art classrooms, laboratories, and athletic facilities, AUIB will be a beautiful campus, attracting students, faculty, and staff from throughout the world. We invite you to join us in this exciting new venture.

This position will report directly to the Dean of the College of Education and Human Development.

The American University of Iraq—Baghdad (AUIB) seeks a dedicated and efficient Executive Assistant to join the College of Education and Human Development (CEHD). As an American-style university, AUIB’s CEHD works in partnership with Vanderbilt University’s Peabody College of Education and Human Development to develop higher education for academic excellence and build a stronger educator workforce in the region. Supported by a two-year U.S. Department of State grant, Peabody College supports the Dean and ensures the smooth operation of the college and its administrative staff. The ideal candidate will work independently, be detail-oriented, possess strong organizational skills and excellent people skills, and be able to manage multiple tasks effectively in a dynamic environment.

• Serve as the senior staff member in the college overall, responsible for smooth functioning of the Office of the Dean
• Liaise with community partners in support of internships, capstones, and outreach programs.
• Works directly with college faculty, supporting college events.
• Administrative Support: Provide comprehensive administrative support to the Dean, including managing calendars, scheduling meetings, taking minutes, and preparing documents.
• Communication Management: Act as the first point of contact for the Dean’s office, handling correspondence and phone calls, ensuring effective communication with faculty, staff, students, and external stakeholders, and communicating through the college Canvas site.
• Community Liaison: Work directly with the faculty outreach coordinator to establish partnerships, internships and capstone relationships. Provide translations between English and Arabic as necessary.
• Event Coordination: Assist in organizing college events, including conferences, workshops, and faculty meetings. This involves coordination with various departments, managing logistics, and ensuring seamless execution.
• Document Management: Maintain and organize important documents and records for the college SharePoint document retrieval and archival system. Ensure confidentiality and accuracy in handling student records, faculty documents, and other sensitive information.
• Budget Tracking: Assist in tracking the college’s budget, processing invoices, and handling expense reports as per the university’s financial policies.
• Collaboration and Team Support: Work closely with other administrative staff in the college and university to ensure cohesive team support and effective collaboration across units.
• Special Projects: Assigned by the Dean, take on special projects that might involve writing reports, conducting research, or speaking on behalf of the Dean's office in committee settings.
• Communicating across the university with other executive assistants.

Requirements

Educational Requirements

• A minimum of a bachelor’s degree in primary, secondary or higher education (preferred), business administration or a related field. A master’s degree is preferred.
• At least three years of experience in an administrative role, preferably in an academic setting.
• Proficiency in the Microsoft Office Suite and familiarity with university management systems.
• Ability to learn and use resource management systems or applications that are used at the university.
• Ability to work independently and with others in a fast-paced environment.
• Strong organizational and time management skills.
• Demonstrated discretion in handling confidential information.

Application Requirements for Positions at the American University of Iraq—Baghdad
To be considered for any role at the American University of Iraq—Baghdad (AUIB), applicants are required to submit the following documents:

Please note that applications missing any of these components will not be considered.

Shortlisted candidates:
If you are shortlisted for an interview, you will need to provide additional documentation:

Educational transcripts and certifications must be translated into English.
References: You must provide contact details for three references. These individuals should be those who have either worked with you or supervised your work.

We look forward to receiving your complete applications and appreciate your interest in joining our dynamic team at AUIB.

About the Company

AUIB is an American-style, nonprofit university located next to the Baghdad International Airport in Baghdad. This large-scale, multi-million dollar project is funded by Iraqi and U.S. donors, both public and private. The university opens for students on Jan. 17, 2021, with the College of Arts & Sciences, College of International Studies, and the College of Business. Eventually, there will be 10 colleges at the university, including a College of Medicine.