Executive Assistant to Associate Provost for Sponsored Programs

Reports to: Associate Provost for Sponsored ProgramsPurpose:The job holder will provide executive, operational, and administrative leadership support to the Associate Provost for Sponsored Programs by managing office operations, budgeting, reporting, event coordination, and proposal/award administration workflows to ensure the efficient functioning of the office and the achievement of its strategic objectives.Responsibilities:Office Administration:Supervise and guide departmental administrative staff and daily office activities, while ensuring seamless operational functionality, compliance with institutional guidelines, and optimized administrative support for leadershipSystems & Operational Execution:Maintain and execute administrative system operations alongside electronic archiving infrastructure, while ensuring data integrity, strict confidentiality, and continuous department website accuracyBudgetary & Financial Control:Formulate, monitor, and reconcile the annual departmental budget requirements, petty cash reserves, and grants' accounts receivables, while ensuring flawless data entry into the planning matrix, speedy collection of funds from sponsors, and meticulous weekly expense trackingLifecycle Workflow Tracking:Track, expedite, and record proposal and award approval workflows across central administration utilizing COEUS software, while ensuring the rapid resolution of processing bottlenecks, accurate record filing, and the timely delivery of proposals to external funding agenciesReporting & Database Governance:Generate and evaluate award closure data, sponsor tracking lists, and institutional surveys in coordination with SMIE, while ensuring data accuracy, comprehensive reporting, and the timely close-out of mature grantsEvent & External Relations Management:Coordinate and execute the office events, logistics, and specialized VIP sponsor visits across various internal campus departments, while ensuring high-quality stakeholder engagement and strong organizational alignmentAdditional Related Duties:Perform other related duties as assignedRequirements:Minimum Education Requirements:University Degree; a degree in a field relevant to the department's scope is an assetExperience:Minimum of eight years of relevant administrative and operational experience, preferably within an academic or higher education settingSkills:Technical: Strong computer skills with direct knowledge of administrative systems; hands-on experience with SAP operations, database tracking tools, and COEUS software is highly desirableManagement & Organization: Advanced leadership, interpersonal, and task-prioritization capabilities; extremely well-organized with a strict attention to detail and data accuracyCommunication: Exceptional written and verbal communication skills in both English and Arabic; proven ability to act as an effective liaison with major external sponsors and internal support officesProfessional Attributes: Demonstrated ability to multi-task under pressure, maintain self-motivation, uphold high levels of confidentiality, and deliver a premium standard of customer serviceThis position is open until July 5, 2026Placement is based on the candidate’s experience and skills. Only candidates who make it to the shortlist will be contacted"The American University in Cairo is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Individuals with disabilities are encouraged to apply."“We thank all individuals who have expressed interest in working at The American University in Cairo.”