New York⠀University⠀Abu Dhabi⠀(NYUAD)⠀seeks to⠀appoint a⠀Administrative⠀Coordinator⠀within the⠀Social⠀Science⠀reporting⠀to⠀Assistant⠀Manager,⠀Social⠀Science⠀Operations⠀and⠀Executive⠀Assistant.
This⠀role⠀involves⠀organizing⠀numerous⠀Social⠀Science⠀events and⠀seminars,⠀including⠀weekly⠀seminars⠀and other⠀special⠀events.⠀Responsibilities⠀include⠀coordinating⠀with⠀seminar⠀conveners⠀and⠀cluster⠀directors,⠀managing⠀external⠀speakers'⠀travel⠀arrangements,⠀handling⠀event⠀logistics⠀such as⠀venue⠀booking,⠀catering,⠀and AV⠀setup, and⠀assisting⠀seminar⠀speakers.⠀Additionally,⠀it⠀involves⠀organizing⠀meetings⠀between⠀external⠀speakers⠀and⠀faculty,⠀managing⠀budgets⠀for⠀expenses,⠀and⠀ensuring⠀accurate⠀data entry⠀and⠀documentation⠀for all⠀event-related⠀transactions.⠀The role⠀also⠀extends to⠀organizing⠀open⠀houses,⠀Capstone⠀works in⠀progress,⠀and the⠀Capstone⠀festival,⠀which⠀involves⠀coordination⠀with⠀program⠀heads,⠀Capstone⠀mentors,⠀and⠀students.⠀Overall,⠀this role⠀requires⠀efficient⠀event⠀planning⠀and⠀financial⠀management⠀skills.
Key Responsibilities:
Organize yearly conferences, 9 weekly seminars for the 4 divisional programs and the 9 research clusters (approximately 10 conferences and 120 individual seminars in 1 AY) and all the other ad hoc events in the Division (i.e. book launch and workshops)
- Coordinate⠀with⠀conference⠀conveners,⠀7 seminar⠀conveners⠀and 9⠀cluster⠀directors⠀for the⠀specific⠀requirements⠀of their⠀events
- Coordinate⠀with⠀approx.⠀120⠀external⠀speakers⠀in a year⠀for their⠀travel⠀arrangements⠀(flight,⠀accommodation,⠀and⠀airport⠀transfers)
- Coordinate⠀with⠀approx.⠀200⠀external⠀conference⠀participants⠀in a year⠀for their⠀travel⠀arrangements⠀(flight,⠀accommodation,⠀and⠀airport⠀transfers)
- Coordinate⠀with 120⠀seminar⠀speakers⠀for their⠀presentation⠀papers and⠀photos
- Create⠀120⠀posters⠀for all⠀the⠀events
- Send⠀out 120+⠀calendar⠀invites
- Manage⠀the⠀contact⠀list/recipients⠀of the⠀calendar⠀invite for⠀each⠀event
- Arrange⠀campus⠀visitor⠀passes and⠀create⠀name⠀plates for⠀the⠀visitors
- Host⠀the⠀external⠀seminar⠀speakers/conference⠀participants⠀and assist⠀with any⠀of their⠀queries⠀while they⠀are at⠀NYUAD⠀campus
- Organize⠀100+⠀meeting⠀schedules⠀between⠀the⠀external⠀speaker⠀and the⠀faculty
- Book⠀the venue⠀for all⠀events in⠀the EMS⠀system
- Request⠀catering⠀and⠀facilities⠀assistance⠀for all⠀events
- Assist⠀speakers⠀with the⠀AV system⠀for each⠀event
- Arrange⠀dinner⠀reservations⠀for⠀post-seminar⠀dinners
Required Experience:
- 2⠀years⠀strong⠀administrative⠀experience,⠀managing⠀multiple⠀travel⠀itineraries,⠀schedules,⠀arrangements
- Understanding⠀the⠀fundamentals⠀of⠀event⠀planning,⠀including⠀logistics,⠀budgeting,⠀and⠀scheduling
- Exceptional⠀organizational⠀skills⠀to⠀manage⠀multiple⠀tasks⠀and⠀details⠀simultaneously
- Strong⠀written⠀and⠀verbal⠀communication⠀skills
- Problem-solving⠀skills:⠀The⠀ability⠀to⠀quickly⠀address⠀unexpected⠀issues⠀or⠀changes⠀during⠀events
- Budgeting:⠀Financial⠀management⠀skills⠀to⠀create⠀and⠀stick⠀to⠀budgets
- Time⠀Management:⠀Effectively⠀managing⠀time⠀to⠀meet⠀deadlines⠀and⠀ensure⠀events⠀run⠀smoothly
- Teamwork,⠀Stress⠀Management,⠀Attention⠀to⠀Detail
- Crisis⠀Management:⠀Knowing⠀how⠀to⠀handle⠀emergencies⠀or⠀unexpected⠀situations⠀during⠀events
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