Job Summary

This virtual administrator role is for a well-organized, highly-efficient individual who is proactive and able to take initiative. This role includes interacting with Harvard alumni, conducting correspondence with UAE Ministers, VIPs (ambassadors, consul generals, etc.), and assisting with the coordination of such events as networking nights, black-tie galas, VIP salon events, and more.

Reports to: Harvard Club of the UAE (HC UAE) President and Board Secretary

Scope of Work:

Performs administrative and office support activities for HC UAE Secretariat
Point person for HC Membership
Duties may include:
- Organize Meetings (scheduling, calendar invites, agenda, minutes, etc.) including (but not limited to)
  - Board Meetings
  - Task Force Meetings
  - Committee Meetings
  - Ivy Meetings
Coordinate HC UAE initiatives; e.g. Academic Outreach, Harvard Book Prize, etc.
Manage Social Media; e.g. Facebook, Twitter, Instagram, Snapchat, LinkedIn, etc.
Screening/fielding telephone calls/emails
Manage HC UAE calendars
Making travel, meeting and event arrangements
Word processing, filing, creating spreadsheets and presentations
Maintain detailed task and action item list
Provide daily updates to supervisor
Communication and information dissemination to HC Membership
- Email communication to/with membership
- Twice monthly communication to membership
Complete all Harvard Club of the UAE Correspondence
Maintain/Update Membership Database on an as needed basis
Maintain/Update Harvard Club of the UAE files and website
Point person for coordination with Harvard Alumni Association (Cambridge office)
Complete necessary HAA Annual reports
Events coordination
- Facilitate HC UAE events; e.g. lunches, Networking Nights, Harvard Month of Service, Salons, other alumni events, annual Suhoor, Cruise, faculty events, etc.
- Follow event planning checklist and manage tasks
- Event management including manage pre and on-site registration, source venues, set up online payment, coordinate marketing via social media, newsletter, media, etc.
Must be available for weekend and evening meetings/events (pre-scheduled)
Other duties as requested

Skills Required

Attention to detail
Flexibility
Excellent writing and interpersonal skills
Efficiency and organization
Strong communication skills
Project coordinator experience
Extensive software skills (MS Office)
Social media management skills
Internet research abilities
Ability to work well with internal management, members, other alumni groups, and vendors
Sensitivity to confidential matters may be required
Must be available weekends/evenings as required

Skills Preferred

Exceptional English, Arabic a plus
Ability to maintain and track accounts/financial transactions

Work Hours

20 office hours per week + events/meetings
- Daily schedule: 9am – 1pm; Sunday to Thursday
- 3-4 Meetings per month (as scheduled)
- 3-4 Events per month (as scheduled)
May work from home
Must be available to support all HC UAE meetings and events (weekends/evenings as required)

Hiring Terms

3 months’ probation period
Must have own UAE Residency Visa

Application Process

Candidates must submit the following documents by https://goo.gl/forms/0UzpHHBZMsNi1PCg2

Cover Letter
CV
Writing Sample