Overview

Executive Assistant to the Dean Jobs in Doha, Qatar at Georgetown University in Qatar

Title: Executive Assistant to the Dean

Company: Georgetown University in Qatar

Location: Doha, Qatar

The Executive Assistant to the Dean is responsible for providing high-level administrative support to the Dean of Georgetown University in Qatar (GU-Q). This position is foremost responsible for all aspects of the Dean’s schedule, including organizing day-to-day meetings, events, and travel with consistent and acute attention to detail. This role will interact with students, faculty, and staff on behalf of the Dean and serve as a key liaison between the Dean and various internal and external stakeholders, and will be entrusted with handling highly sensitive and confidential information. The Executive Assistant to the Dean is a self-directed team player who takes initiative, anticipates needs, ensures consistent high quality work, and adapts to different situations.

Key Accountabilities

Schedule appointments for the Dean, ensuring optimal use of their time and prioritizing competing demands.

Create and compile detailed briefing materials for the Dean prior to meetings, including relevant facts, data, and background information.

Oversee the management of institutional VIP visitors, local and international government officials, coordinating logistics and ensuring a seamless experience.

Establish and cultivate relationships with counterparts at other partner universities, Qatar Foundation, the home Georgetown campus in Washington, DC, and other key partners and stakeholders, fostering collaboration and effective communication.

Key Activities

Coordinate complex and dynamic schedules, managing multiple calendars and ensuring appointments are efficiently scheduled and conflicts are resolved.

Draft, proofread, and finalize memos, correspondence, and documents with attention to detail, accuracy, and overall quality.

Engage with stakeholders, including students, faculty, staff, and external partners, in a professional and courteous manner, conveying the Dean’s message and priorities.

Identify and develop systems to facilitate the smooth functioning of the Dean’s activities.

Help develop and sustain an effective support structure for integrated work relationships among senior leadership at GU-Q and on the main campus.

Research and gather relevant information, synthesizing it into clear and concise briefing materials for the Dean.

Maintain confidentiality and exercise discretion and appropriate judgment in all matters related to the Dean’s business.

Collaborate with various departments to collect and analyze data, ensuring accurate and timely responses to external requests.

Advise on proper protocol and etiquette for visiting dignitaries, arranging necessary accommodations, transportation, and meetings.

Respond to email, texts, and phone calls outside normal business hours.

Interact with students, faculty, and staff on behalf of the Dean, providing information and addressing inquiries or concerns.

Prepare memos, correspondence, and documents for the Dean’s signature, ensuring accuracy and clarity.

Manage the dean’s calendar, schedule appointments, answer phone calls, coordinate travel arrangements, manage files, maintain and order office supplies and equipment, process mail, copy, schedule and plan meetings and process expense reports.

Other similar duties as assigned.

Requirements

Bachelor’s degree, Master’s preferred

A minimum of 5 years of experience as an executive assistant supporting a high/C-level executive.

Proven track record of effectively managing complex calendars and scheduling appointm…

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