Executive Assistant to Assistant Dean, Communications & Public Affairs

About the role

The Executive Assistant provides high‑level administrative, logistical and operational support to the Assistant Dean of Communications and Public Affairs at Northwestern University in Qatar. The role ensures smooth daily operations, manages scheduling, and coordinates departmental activities in a fast‑paced academic environment.

Key responsibilities

• Manage the Assistant Dean’s calendar, schedule meetings, appointments and engagements.
• Plan, coordinate and support culturally sensitive events, including multi‑day programs and venue logistics.
• Organise internal and external meetings, handling room bookings, catering, agendas and briefing materials.
• Prepare, proofread and format correspondence, reports, presentations and other documents.
• Serve as the first point of contact, handling phone, email and in‑person inquiries with professionalism.
• Maintain accurate digital and physical departmental files, records and documentation.
• Develop and maintain spreadsheets, databases, reports, queries, charts and analyses for tracking and decision‑making.
• Administer budgets and expenditures, prepare and submit budget materials and related reports.
• Promote a collaborative team culture and support departmental communication.

Required profile

• Detail‑oriented and proactive with strong organisational abilities.
• Comfortable working in a dynamic, fast‑moving academic setting.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Team‑player who contributes positively to an inclusive environment.

Required skills

• Microsoft Office Suite (Word, Excel, PowerPoint).
• Database management and spreadsheet development.
• Budget administration and financial reporting.