Executive Secretary

About the Role

In this role, you will provide top-level administrative support to the Dean and the Dean’s Office. You will be instrumental in ensuring the Business School’s executive operations run smoothly, facilitating communication between faculty, students, and important stakeholders. The ideal candidate maintains the highest standards of confidentiality and demonstrates the precision required in an elite academic environment.

Job Description

• Executive Support : Provide comprehensive secretarial and administrative support to the Dean, including complex schedule management and academic document preparation.
• Stakeholder Liaison : Act as a primary point of contact between the KBS leadership and internal university departments and other key stakeholders.
• Logistics Coordination : Manage high-level travel arrangements, itineraries, and academic event planning for important stakeholders.
• Confidentiality & Discretion : Handle sensitive faculty records, student data, and strategic institutional information with absolute discretion.
• Meeting Governance : Coordinate College Council and other important meetings, ensuring accurate minute-taking and proactive follow-up on action items.
• Special Initiatives : Oversee and support administrative aspects of special projects, including accreditation cycles, research reports, and university-wide events.

Tasks

• Calendar Management : Proactively organise and schedule meetings, appointments, and conferences, ensuring all briefing materials are prepared in advance.
• Professional Correspondence : Draft, proofread, and distribute official university memos and emails in both English and Arabic (as required).
• Task Prioritisation : Track deadlines for academic reports and administrative submissions, ensuring the leadership team remains on schedule.
• Financial Administration : Manage executive expense reports, procurement requests, and invoices in alignment with university policy.
• Communication Flow : Handle incoming inquiries, prioritising urgent academic or administrative matters and redirecting them to the appropriate departments.
• Committee Support : Assist in preparing agendas and documenting proceedings for important KBS meetings.
• Records Management : Maintain digital and physical databases for executive reference, ensuring all records are archived systematically.

Required Skills and Qualifications

• Education : Bachelor’s degree in Business Administration, Office Management, or a related field.
• Experience : 3–5 years of experience as an Executive Secretary or Administrative Assistant, preferably within a higher education or corporate setting.
• Software Proficiency : Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with ERP systems. AI-powered solutions to streamline workflows, reduce manual effort, and improve the speed, accuracy, and efficiency of the Dean’s Office.
• Communication : Exceptional written and verbal communication skills in English (Arabic proficiency is highly valued).
• Organisation : Proven ability to multitask and meet tight deadlines in a fast-paced academic environment.
• Professionalism : High level of integrity and experience handling sensitive data
• Soft Skills : Strong interpersonal skills for interacting with faculty, high-ranking officials, and students.

Preferred Skills and Qualifications

• Certification : Professional certification in Executive Assistance or Office Management.
• Academic Knowledge : Familiarity with higher education operations and university governance.
• Initiative : A self-starter who can anticipate the needs of the Dean’s office and take proactive steps.
• Global Coordination : Experience managing international travel and scheduling across multiple time zones.
• Bilingualism : Full professional fluency in both Arabic and English.
• Technical Tools : Familiarity with project management software and academic document management systems.