Executive Assistant

Job Purpose

The purpose of this role is to manage the Dean's Office and ensure that all day to day operations of the College run smoothly and efficiently. The Executive Assistant serves as the primary point of contact for internal and external stakeholders, maintains the Dean's schedule and priorities, and coordinates College level projects, committees, and communications on behalf of the Dean.

About the Job

Position Title: Executive Assistant

Department: College of Business

Key Responsibilities

• Manages the Dean's calendar, correspondence, and daily priorities, ensuring confidentiality and timely completion of all tasks.
• Coordinates and prepares agendas, reports, and presentations for meetings and committees.
• Screens incoming communication, reviews correspondence, and drafts responses on behalf of the Dean.
• Manages travel arrangements, expense reports, and reimbursements for the Dean and other College representatives.
• Maintains accurate filing systems (both electronic and hard copy) for official correspondence, policies, and strategic documents.
• Liaises closely with HR and Finance for all Dean related approvals, faculty overloads, and expense payments.
• Attends telephonic and in person calls for the Dean, screening and prioritizing before forwarding.
• Oversees and provides guidance to the Administrative Assistant and departmental support staff.
• Coordinates activities and communications between the Dean, Associate Deans, Chairs, and other University departments.
• Organizes and supports College level committees, including Curriculum and Assurance of Learning, and Advisory Boards.
• Drafts minutes and tracks action items arising from meetings and ensures follow through.
• Screens registration related requests such as change of major, manual entry of grades, and ensures proper review before relaying to the Dean.
• Screens and routes student and parent inquiries & complaints, ensuring appropriate escalation.
• Oversees distribution of course materials, surveys, and departmental communications.
• Supports onboarding and orientation of new faculty.
• Compiles departmental reports, survey results, and documentation related to accreditation or performance reviews.
• Screens new student admission documents and obtains approval from the Dean.
• Compiles lists of books to be purchased by the library based on department chairs' recommendations.
• Supports the planning and execution of college events, meetings, and workshops.
• Represents the Dean's Office in internal and external events when delegated.

Minimum Educational Qualifications

• A Bachelor's Degree and a secretarial professional certification.

Minimum Years Of Experience

• 3 years of experience in a related field.

Nature of Relevant Experience

• 3 years' experience managing an executive office or academic dean's office.

Language & Skills

• English is required.
• Arabic is preferred.

Special Skills and Abilities

• Exceptional organizational and time management skills; discretion and professionalism in handling confidential information; strong written and verbal communication; advanced MS Office and ERP system proficiency; ability to manage multiple priorities under pressure; proven experience managing an executive office or academic dean's office.