Administrative Assistant - School of Business and ACE

About the role

The American University of Ras Al Khaimah (AURAK) is seeking a highly organized, detail-oriented and service-focused Administrative Assistant to support the School of Business and the AURAK Center for Entrepreneurship (ACE). The post works closely with the Dean, Department Chairs, faculty, the Director of ACE, students, mentors, partners and university offices, acting as a key point of contact for enquiries from students, staff, partners and visitors.

Key responsibilities

• Provide day-to-day administrative support to School of Business faculty and Department Chairs, including preparing, formatting, printing and organizing course materials, handouts, examination papers and other academic documents.
• Receive, log, prioritize and follow up on requests from faculty and ACE through tracking systems or email, ensuring they are completed on time.
• Collect, organize, maintain and file course files and accreditation documentation such as syllabi, assessment records and student work samples.
• Assist faculty with travel, conference, procurement and expense requests, coordinating with HR, Finance, IT and other offices.
• Support onboarding of new faculty by arranging office space, keys, stationery, IT accounts and introductions with HR, IT and Facilities.
• Reserve classrooms, laboratories and meeting rooms for exams, make-up sessions, meetings and school events, and inform faculty and students of changes.
• Coordinate ACE incubation cohorts, including scheduling sessions, booking venues and confirming mentors and speakers.
• Support ACE programs and events such as ACHIEVE, Startup Expo and Demo Day, Global Entrepreneurship Week, workshops, boot camps and innovation challenges, covering registration, venues, materials and on-the-day logistics.
• Schedule meetings between the Director of ACE and partners, maintain records of joint activities and track follow-up actions.
• Maintain records of incubated ventures, start-ups, mentors and participants, and compile data for KPI dashboards and quarterly and annual reports.
• Update ACE website content, social media posts and promotional materials with the Office of Marketing and Communications.
• Answer and transfer calls, take messages and respond to email and walk-in enquiries, directing them to the right person or department.
• Schedule meetings, prepare agendas and minutes, record action items and follow-up requirements.
• Prepare letters, memoranda, presentations, spreadsheets and reports using Microsoft Office applications.
• Order and monitor stationery, office supplies and equipment, raise purchase requests, coordinate with vendors for ACE events and track spending against approved budgets.
• Handle mail, correspondence, courier requests and deliveries, and handle confidential information securely in line with university policy.