Executive – Operational Excellence & Financial Management | AURAK

Job Description

The American University of Ras Al Khaimah (AURAK) is seeking a highly organised and proactive Executive – Operational Excellence & Financial Management (OEFM) to provide comprehensive administrative and managerial support to the Vice President of Operational Excellence & Financial Management (VP OEFM).

The successful candidate will support the effective and efficient administration of the VP OEFM’s office, coordinate with University units, manage communications and documentation, support meetings and standing committees, and handle confidential information with a high level of discretion and professionalism.

Employer: American University of Ras Al Khaimah (AURAK)
Office: Office of Operational Excellence & Financial Management
Location: Ras Al Khaimah, United Arab Emirates
Position: Executive – Operational Excellence & Financial Management (OEFM)
Reports To: Vice President of Operational Excellence & Financial Management
Field: Executive Administration / Office Management

Executive OEFM AURAK – Position Overview

The Executive – OEFM will provide administrative, clerical, and office-management support to the Vice President of Operational Excellence & Financial Management.

The role includes:

• Executive administrative support.
• Office management.
• University-wide coordination.
• Report and document preparation.
• Meeting coordination.
• Standing committee support.
• Records management.
• Communications management.
• Visitor coordination.
• Confidential information handling.

The position requires strong organisation, discretion, accuracy, and the ability to coordinate effectively across multiple University units.

Executive and Administrative Support

The successful candidate will provide day-to-day administrative and clerical support to the VP OEFM.

Responsibilities include:

• Preparing documents.
• Maintaining records.
• Supporting correspondence.
• Coordinating requests.
• Managing administrative requirements.
• Supporting the effective operation of the VP’s office.

Documents, Reports and Presentations

The Executive will prepare and maintain:

• Documents.
• Reports.
• Spreadsheets.
• Presentations.
• Databases.

The role requires proficiency in Microsoft Office applications, including:

• Microsoft Word.
• Microsoft Excel.
• Microsoft PowerPoint.
• Microsoft Outlook.
• Microsoft Access.

Data Compilation and Reporting

The successful candidate will gather, compile, and summarise information for the VP OEFM.

This may include:

• Data.
• Reports.
• Briefs.
• Correspondence.
• Other relevant information.

The objective is to provide accurate and timely information for administrative and managerial purposes.

Coordination Across OEFM Units

The Executive will coordinate with units across the Operational Excellence & Financial Management division regarding:

• Requirements.
• Reports.
• Information requests.
• Other matters requested by the VP OEFM.

The role therefore requires strong follow-up and communication skills.

Correspondence and Communications

The successful candidate will prepare:

• Correspondence.
• Internal communications.
• Reports.
• Administrative documents.
• Other materials required by the VP OEFM.

Clear written communication and attention to detail are important components of the role.

Meeting Coordination

The Executive will support meetings by:

• Arranging meetings.
• Preparing agendas where required.
• Taking minutes.
• Maintaining meeting notes.
• Maintaining meeting records.

The role requires accurate documentation and timely follow-up.

Standing Committee Support

The position includes providing secretarial support to various standing committees of the University.

This may involve:

• Coordinating meetings.
• Preparing documentation.
• Recording minutes.
• Maintaining committee records.
• Supporting administrative follow-up.

Office Systems and Processes

The successful candidate will devise and maintain effective:

• Office systems.
• Administrative processes.
• Filing and record-management practices.
• Internal workflows.

The role requires an organised approach to office administration and process management.

Room and Conference Facilities

Responsibilities include:

• Managing room bookings.
• Coordinating conference facilities.
• Supporting meeting arrangements.
• Ensuring required facilities are available when needed.

Communications Handling

The Executive will support the management of:

• Incoming communications.
• Outgoing communications.
• Distribution of correspondence.
• Office information flow.

Visitor Support

The successful candidate will:

• Receive visitors to the VP OEFM’s office.
• Provide appropriate assistance.
• Ensure visitors receive professional attention and hospitality.

Strong interpersonal and service skills are therefore important.

Office Supplies and Equipment

Responsibilities include:

• Ordering stationery.
• Maintaining office supplies.
• Monitoring equipment needs.
• Supporting continuity of office operations.

Office Management During VP Absence

The Executive will be expected to manage the VP OEFM’s office effectively and efficiently during the VP’s absence.

This requires:

• Initiative.
• Sound judgement.
• Strong organisation.
• Professional discretion.
• Ability to prioritise issues appropriately.

Confidentiality and Discretion

The role involves handling confidential information.

The successful candidate must therefore maintain:

• Complete security of sensitive information.
• Professional discretion.
• Confidential records.
• Appropriate information-handling practices.

Academic Qualification

Applicants must hold a:

• Bachelor’s degree in Business Administration or a related field.

Experience Requirement

Applicants must have:

• Two to four years of relevant experience in secretarial or administrative roles.

Skills and Knowledge

Candidates should demonstrate:

• Strong administrative skills.
• Strong organisational ability.
• Office-management skills.
• Ability to manage multiple administrative requirements.
• Professional communication.
• Attention to detail.

Microsoft Office Skills

Applicants should be proficient in Microsoft Office, particularly:

• Microsoft Word.
• Microsoft Excel.
• Microsoft PowerPoint.
• Microsoft Outlook.

The role also includes use of Microsoft Access for database-related administrative tasks.

Language Requirements

Applicants must demonstrate:

• Advanced proficiency in speaking, reading, and writing English.
• Fluency in English.

In addition:

• Arabic is a plus.

Working Relationships

The position will work with stakeholders across:

• Division of Operational Excellence and Financial Management.
• President’s Division.
• Division of Academic Affairs and Student Success.

The role requires effective coordination across senior administrative and academic units.

Key Professional Behaviours

AURAK identifies the following behaviours as important:

• Service excellence.
• Professional ethics and integrity.
• Problem-solving.
• Time management.
• Teamwork.

About the American University of Ras Al Khaimah

The American University of Ras Al Khaimah (AURAK) is an independent higher-education institution in the United Arab Emirates offering undergraduate and graduate education through an American-style academic model.

According to the vacancy information, AURAK’s programmes are accredited by the relevant UAE authorities, and the University is also accredited by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC).

AURAK states that it values diversity, inclusiveness, cultural authenticity, and equal employment opportunity.

Job Summary

Employer	American University of Ras Al Khaimah (AURAK)
Office	Office of Operational Excellence & Financial Management
Location	Ras Al Khaimah, United Arab Emirates
Position	Executive – Operational Excellence & Financial Management (OEFM)
Reports To	Vice President of Operational Excellence & Financial Management
Field	Executive Administration / Office Management
Required Qualification	Bachelor’s degree in Business Administration or related field
Experience Requirement	2–4 years in secretarial or administrative roles
Core Responsibilities	Executive support, office management, reporting, meetings, committees, documentation and cross-unit coordination
Core Software	Microsoft Word, Excel, PowerPoint, Outlook and Access
Language Requirement	Advanced English required; Arabic is a plus
Working Relationships	OEFM Division, President’s Division, Academic Affairs and Student Success
Confidentiality Requirement	High level of discretion and secure handling of sensitive information
Application Deadline	Not stated