Admin Assistant

Job description / Role

Admin Assistant Officer

Reception & Student Support

• Ensure the safety of the premises by controlling access to the building.
• Open and close the campus doors as per the rules.
• Report Students misconduct and remind Rules (Gaming Area, Lounge, etc).
• Ensure the best conditions of welcoming the visitors.
• Monitor the visitor records.
• Serve as the first point of contact for all student needs.
• Answer phone calls and handle enquiries related to student admissions.
• Respond to inquiries from French-speaking parents, students, and local students, forwarding French-language queries to a French-speaking colleague and directing local inquiries to the Admission Department.
• Provide fast responses to students’ requests and lost & found inquiries.
• Organize and assist with student medical appointments when needed.

Administrative Support & Operations

• Oversee campus needs, including stocking stationery, cleaning supplies, water, and vending machines.
• Monitor and request refills for vending machines.
• Arrange and schedule monthly pest control services.
• Organize and manage the VP's calendar, including arrangements, hotel bookings, interviews, and expense reports.
• Coordinate with contractors for maintenance needs (broken furniture, leakages, etc.).
• Contact IDAMA and Tecom for related campus issues such as AC repairs or maintenance requests.
• Handle filing of documents like trade licenses and access permits.
• Prepare and submit payment requests, LPOs, and Special Approval to accounts for all suppliers, including for IT, administration, marketing, academic, and stationery needs.
• Assist with preparing and organizing exhibition materials (brochures, flyers, banners) in coordination with Admission Manager.
• Arrange logistics for campus events, seminars, workshops, and educational fairs, including booking transportation, hotels, and catering.
• Prepare external mission agreements, contracts, and documents for external consultants and adjunct faculty.
• Assist with HR tasks, including staff contract signings and preparing necessary documents for new staff onboarding.

General Support
• Assist the Office Manager, VP, Dean, and staff with all required tasks, maintaining a polite and respectful attitude.
• Provide assistance to the Learning Center with orders for books and materials.
• Support faculty needs related to academic departments, including printing exam sheets and managing course-related documents.
• Supporting the departments:
o Events & Marketing
o Admissions & Recruitment
o Academic
o Finance
o Learning Resource Center (LRC)

Salary:
AED 5,500 to 7,500 per month inclusive of fixed allowances.
Additional benefits: medical insurance

About the Company

EM Normandie in the UAE is locally accredited by the Ministry of Education through the CAA, and internationally by the EQUIS, AACSB and AMBA.