Administrative Assistant – Accepting Applications

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.

JOB SUMMARY:

The Administrative Assistant for Marketing and Communications at the American University in Iraq, Baghdad, plays a vital role in supporting the marketing and communications department.

This position is responsible for managing day-to-day administrative tasks, coordinating communications efforts, and assisting in the execution of marketing initiatives.

The role involves handling internal communications, maintaining schedules, coordinating events, and ensuring that all marketing materials align with the university’s brand and messaging guidelines. The Administrative Assistant serves as a hub for all points of contact within the department, facilitating collaboration between internal teams and external partners/sister companies to achieve the university’s marketing and communication goals.

Job Location: AUIB Campus, Airport Road, Baghdad, Iraq.

Key Responsibility:
Areas of Accountabilities: Main Activities

1. Administrative Support:
   1. Provide administrative support to the MARCOM team, including managing schedules, and appointments.
   2. Handle departmental correspondence, emails, and phone calls professionally.
   3. Ensure proper filing and documentation of PRs, vendor agreements, and marketing projects.
2. Purchase Request (PR) Management
   1. Process and monitor campus-wide Purchase Requests (PRs) related to various departments.
   2. Liaise with internal departments to collect purchase needs and ensure timely submission of PRs.
   3. Coordinate with vendors to ensure accurate delivery timelines and compliance with the university’s procurement policies.
   4. Track and report on the status of PRs and maintain records of completed purchases.
3. Calendar Management:
   1. Manage and maintain the MARCOM calendar, schedule meetings, and coordinate appointments.
   2. Send out meeting invitations and reminders as needed.
4. Documentation and Filing:
   1. Organize and maintain departmental documents, files, and records in both physical and digital formats.
   2. Ensure the confidentiality and security of sensitive information.
5. Meeting Coordination:
   1. Assist in coordinating departmental meetings, including preparing agendas, taking meeting minutes, and distributing materials.
   2. Arrange meeting logistics, such as room bookings and catering if necessary.
6. Expense Tracking:
   1. Help monitor and track departmental expenses, including processing invoices, expense reports, and reimbursements.
   2. Maintain accurate records of expenses.
7. Communication Assistance:
   1. Assist in drafting and editing departmental communications, reports, and presentations.
   2. Prepare and distribute internal and external communication materials.
   3. Support the focal point of communication in MarComs by performing needed communication tasks with Deans, Staff, Faculty, and VPS – task-based duties.
8. Office Supplies Management:
   1. Manage office supplies inventory, order supplies as needed, and ensure efficient utilization of resources.
   2. Monitor and request maintenance or repairs for office equipment through submission in a ticketing system
   3. Ensure the department’s inventory is maintained with branded promotional materials
9. Vendor and Contractor Coordination:
   1. Liaise with vendors, contractors, and service providers as needed for departmental projects.
   2. Assist in processing vendor contracts and invoices.
10. Media production booking:
    1. Coordinate and liaison with the media production team to ensure seamless scheduling and coverage
    2. Task and ensure media services are provided for each event, onsite visit, and conferences when requested.
11. Marketing & Promotional Materials:
    1. Oversee the production and procurement of marketing materials including brochures, business cards, flyers, roll-ups, and signs.
    2. Coordinate with printing and promotional vendors for timely production and delivery of materials.
    3. Maintain an inventory of promotional items and materials, ensuring sufficient stock for upcoming events.
12. Other duties as assigned

JOB Qualifications Minimum:

A: Education:

• A bachelor’s degree in communications, Marketing, Public Relations, Business Administration, or a related field is required.

B: Experience: Years/Type of Work Experience:

• 1-2 years of experience in an administrative or support role, preferably within a marketing, communications, or higher education environment.

C: Professional Licenses and Certifications:

• N/A

D: Competencies (Knowledge, Skills & Abilities):

• Strong organizational abilities to manage multiple tasks, schedules, and projects efficiently.
• Excellent verbal and written communication skills, with the ability to interact effectively with a diverse university community.
• Keen attention to detail, especially in managing documents, schedules, and communications to ensure accuracy and consistency.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with digital communication tools and platforms.
• Ability to prioritize tasks, manage time effectively, and meet deadlines in a fast-paced environment.
• Strong interpersonal skills to build and maintain positive working relationships within the university and with external partners.
• Experience in assisting with event planning and coordination, including logistics and vendor management.
• Ability to identify issues and implement solutions proactively, especially in administrative and logistical challenges.
• Flexibility to adapt to changing priorities and needs within the marketing and communications department.
• Ability to handle sensitive information with discretion and always maintain confidentiality.
• Basic understanding of marketing principles and branding guidelines to assist with promotional materials.
• Familiarity with social media platforms and content scheduling.
• Experience working with design software or platforms (such as Adobe Creative Suite, Canva, etc.) is an advantage.
• Knowledge of procurement systems or databases (e.g., ERP systems, Oracle, Odoo, etc… ) is preferred.

• Application Procedure: Application Requirements for Positions at the American University of Iraq—Baghdad
  To be considered for any role at the American University of Iraq—Baghdad (AUIB), applicants are required to submit the following documents:
• Cover letter: This should detail how your skills and experience align with the specific requirements of the position you are applying for.
• Resume/Curriculum Vitae: Please provide an up-to-date resume or curriculum vitae
• Identification: A valid national ID or passport is required for the application process.
• For Faculty vacancies, the application needs to include: Teaching Philosophy (1 page max) and Research Statement (2 pages max)

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

• Shortlisted candidates will be contacted via email and WhatsApp to schedule interviews.If you are shortlisted for an interview, you will need to provide additional documentation:
• It is required that all certifications and transcripts of education be translated into English.
• References: You must provide contact details for three references. These individuals should be those who have either worked with you or supervised your work.

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