Executive Assistant

Gulf University

An Executive Assistant to the President of a university plays a crucial role in supporting the university s leadership, ensuring the smooth operation of the president s office, and facilitating communication within the institution. Here s a breakdown of the key responsibilities and skills associated with this position:
Key Responsibilities:
• Administrative Support:
• Manage the president s calendar, ensuring all meetings, appointments, and events are efficiently scheduled.
• Prepare and organize documents, presentations, and reports for the president.
• Handle correspondence (email, phone, mail) and prioritize messages for the president.
• Coordinate travel arrangements and accommodations for the president and other senior leadership.
• Communication:
• Serve as a liaison between the president s office and internal/external stakeholders.
• Draft communications, speeches, and other materials on behalf of the president.
• Maintain confidentiality regarding sensitive matters and information.
• Meeting Coordination:
• Organize and prepare materials for board meetings, faculty meetings, and other strategic events.
• Take and distribute meeting minutes as needed.
• Ensure follow-up on action items from meetings involving the president.
• Project Management:
• Oversee special projects and initiatives at the request of the president, including strategic planning, events, and key university activities.
• Track progress, meet deadlines, and report back on outcomes.
• Event Coordination:
• Plan and execute university events, such as alumni gatherings, donor meetings, faculty/staff appreciation events, and public lectures involving the president.
• Ensure the president s involvement in university events aligns with their schedule.
• Budget and Resource Management:
• Assist with managing budgets for the president s office.
• Ensure resources are allocated efficiently and expenditures are tracked.
Key Skills:
• Organizational Skills: The ability to manage multiple tasks, handle complex schedules, and ensure that everything runs smoothly.
• Communication Skills: Strong written and verbal communication skills for drafting correspondence, reports, and presentations.
• Attention to Detail: The ability to review documents, take accurate minutes, and manage calendars without missing key details.
• Problem-Solving: Ability to anticipate issues and proactively solve problems to keep operations running efficiently.
• Discretion: Handling sensitive or confidential information with professionalism and confidentiality.
• Technology Proficiency: Familiarity with office software, scheduling tools, and communication platforms, like Microsoft Office Suite, Google Workspace, or similar tools.
• Relationship Building: Build strong relationships with faculty, staff, students, and external partners to ensure effective collaboration.
Educational Background & Experience:
• A degree in business administration, public administration, or a related field is often preferred.
• Experience in administrative support, especially in a higher education setting, is highly valued.
• Experience working with executive-level leadership and managing high-stakes situations.
This role requires someone who is adaptable, professional, and capable of working in a fast-paced, dynamic environment, balancing both routine administrative tasks and more strategic responsibilities.