Administrative Assistant

2 days ago

Iraq AUIB Full time
Description

Position Summary

The Administrative Assistant in the Government Relations Office at AUIB provides administrative and coordination support to facilitate communication between the university and various government entities. The role involves handling documentation, scheduling, correspondence, and supporting compliance with governmental regulations and requirements.

Key Responsibilities

  1. Preparing, reviewing, and formatting official letters, reports, and documents for submission to government entities. 
  2. Organizing and maintaining records of correspondence, approvals, and legal/governmental documents. 
  3. Scheduling meetings and following up on work items with internal departments. 
  4. Assisting in preparing regulatory and accreditation requests. 
  5. Supporting university events that require government participation or approval. 
  6. Managing incoming and outgoing communications related to the Government Relations Office. 
  7. Translating documents between Arabic and English when needed. 
  8. Maintaining confidentiality and ensuring a high level of professionalism in all interactions. 
  9. Assisting in monitoring regulatory requirements and ensuring the timely submission of required documents. 
  10. Responsible for preparing necessary documentation for licenses, following up on projects with colleges and departments, document controllers, and relevant ministries (Ministry of Education, etc.). 
  11. Coordinating logistics for visits, audits, and inspections by government representatives.
  12. Perform additional duties as assigned by the line manager and special projects as needed.

Ideal Candidate Profile

  1. Office Procedures & Technology: Knowledge of standard office operations, recordkeeping, and proficiency in word processing, spreadsheets, email, and scheduling software. 
  2. Communication: Skill in writing clear, professional correspondence and effectively interacting with supervisors, coworkers, and the public. 
  3.  Organization & Time Management: Ability to prioritize tasks, manage multiple responsibilities, and meet deadlines efficiently. 
  4.  Attention to Detail & Accuracy: Ability to maintain precise records, data, and documents while minimizing errors. 
  5.  Problem-Solving & Adaptability: Ability to identify minor issues, adapt to changing priorities, and follow agency policies appropriately. 
  6. Teamwork & Confidentiality: Ability to work collaboratively with others and handle sensitive information discreetly.

Education and Experience

  • Bachelor's degree in political science, Public Administration, International Relations, Law, Computer Science, or a related field.
  • A minimum of two years' experience in a comparable or related field.

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