Executive Assistant - Global Engagement Office

Position Summary

We are seeking a detail-oriented Executive Assistant to support the Deputy Vice President of global engagement. The role involves managing calendars, coordinating meetings and events, handling communications, arranging travel, and ensuring smooth office operations. The ideal candidate will be professional, organized, and able to collaborate across departments while safeguarding confidential information.

Key Responsibilities

• Calendar Management: Manage the Executive’s calendar, including scheduling meetings, appointments, and events, coordinating confirmations, and addressing scheduling conflicts.
• Administrative & Communication Support: Provide administrative support by drafting and editing correspondence, reports, and presentations, preparing meeting materials, and serving as the primary point of contact for internal and external stakeholders while screening communications.
• Travel Arrangements: Liaise with staff, students, travel agencies, and embassies to ensure timely travel arrangements and visa issuance for faculty/student exchanges, visiting scholars, and study abroad programs.
• Meeting & Event Coordination: Arrange and coordinate meetings, conferences, and special events, including preparing agendas, distributing materials, and recording meeting minutes when required.
• Office, Information & Budget Management: Maintain organized files and confidential records, support budget and expense tracking, assist with special projects, and ensure smooth office operations in coordination with relevant departments.

Ideal Candidate Profile

• Strong Interpersonal and Communication Skills: Able to interact professionally with internal and external stakeholders and represent the Executive with diplomacy and tact.
• Excellent Organizational and Time Management Abilities: Capable of managing multiple priorities, meeting deadlines, and maintaining accurate schedules and records.
• Office Management and Administrative Expertise: Skilled in coordinating meetings, managing documents, and ensuring smooth daily office operations.
• Problem-Solving and Initiative: Able to identify issues, anticipate needs, and provide practical solutions in a fast-paced environment.
• Ability to Coordinate with External Stakeholders: Comfortable liaising with travel agencies, embassy staff, and institutional partners to support international travel and engagement activities.

Education and Experience

• Required Education: Bachelor’s degree in business, Education, or a related field from an accredited institution.
• Years of Relevant Experience: Minimum of 5 years of administrative experience, preferably with 2 years in higher education.
• Specific Skills or Expertise: Executive administrative support, calendar and meeting management, travel coordination, budget tracking, and Microsoft Office proficiency.
• Additional Certifications: Master’s degree in business, Education, or a related field preferred.
• Personal Attributes: Strong organizational, communication, and problem-solving skills with professionalism and discretion.

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About Company

Application Requirements

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

• Cover letter: Detail how your skills and experience align with the specific requirements of the position you are applying for.
• Resume/Curriculum Vitae: Provide an up-to-date resume or CV.
• Identification: A valid national ID or passport is required for the application process.

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

Candidates Shortlisted for an Interview:

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

• Educational transcripts and certifications must be translated into English.
• References: Provide contact details for three references who have either worked with you or supervised your work.

Company

Why AUIB?

Diversity and Inclusivity: At AUIB, we champion diversity and inclusivity in every aspect of campus life. Our vibrant community is a tapestry of cultures, ideas, and dreams, ensuring a welcoming environment for everyone through fair and equal policies.

Competitive Benefits: AUIB offers competitive salaries, comprehensive health plans, and generous leave policies, ensuring the well-being and satisfaction of our staff.

Professional Development: With numerous opportunities for career progression and professional development, AUIB is the ideal place to enhance your skills and advance your career.

A Thriving Community: Our expatriate faculty and staff enjoy comfortable on-campus accommodations, and a vibrant campus equipped with state-of-the-art facilities, including an expansive library, modern classrooms, and recreational amenities.

A Legacy of Excellence: Situated in Baghdad, AUIB is dedicated to reviving the city’s historic legacy of learning and culture. Joining AUIB means being part of a prestigious project envisioned by prominent figures in business, government, and education.