Executive Secretary

About the role

We are seeking an Executive Secretary to provide top‑level administrative support to the Dean and the Dean’s Office of our Business School. The role is pivotal in ensuring smooth executive operations, managing confidential information, and facilitating effective communication among faculty, students, and key stakeholders.

Key responsibilities

• Provide comprehensive secretarial support to the Dean, including complex schedule management and academic document preparation.
• Act as primary liaison between the school leadership and internal university departments and external stakeholders.
• Coordinate high‑level travel arrangements, itineraries, and academic event planning.
• Handle sensitive faculty records, student data, and strategic information with absolute discretion.
• Organise College Council and other important meetings, take accurate minutes and follow up on action items.
• Support special projects such as accreditation cycles, research reports, and university‑wide events.
• Maintain proactive calendar management, preparing briefing materials in advance.
• Draft, proofread and distribute official memos and emails in English and, when required, Arabic.
• Track deadlines for academic reports and administrative submissions.
• Manage executive expense reports, procurement requests and invoices in line with university policy.
• Handle incoming inquiries, prioritising urgent matters and directing them appropriately.
• Assist in preparing agendas and documenting proceedings for key meetings.
• Maintain digital and physical records for executive reference.

Required profile

• Bachelor’s degree in Business Administration, Office Management or a related field.
• 3–5 years of experience as an Executive Secretary or Administrative Assistant, preferably in higher education or a corporate environment.
• Exceptional written and verbal communication skills in English; Arabic proficiency is highly valued.
• Proven ability to handle confidential information with discretion.
• Strong organisational and multitasking capabilities.

Required skills

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Experience with ERP systems.