Executive Assistant to Assist Dean of Communications and Public Affairs

Role Overview

The Executive Assistant supports the Assistant Dean of Communications and Public Affairs at Northwestern University in Qatar by handling administrative, logistical, and operational work that keeps day-to-day activities running smoothly. This role reports directly to the Assistant Dean and is central to scheduling, communication coordination, records handling, reporting, and general departmental support. The position suits someone who is organized, proactive, detail-focused, and able to work effectively in a fast-moving environment.

Working with the supervisor, the Executive Assistant helps define objectives, sets timelines, and independently manages assigned tasks. These may include marketing-related support, reporting, records management, compliance-related work, and other administrative responsibilities. The role also looks for ways to improve workflows, reporting methods, and operational processes, including reviewing recordkeeping systems and forms management to develop new systems or update existing ones.

Administrative and Executive Support

• Manage the Assistant Dean’s calendar and coordinate meetings, appointments, and engagements to support strong time management and prioritization.
• Organize and support events that require cultural sensitivity, protocol awareness, and attention to varied audiences; this may involve multi-day or multi-location programs and research into audiences, participants, and logistics.
• Arrange internal and external meetings by handling scheduling, room reservations, catering, logistics, and preparation of agendas, briefing notes, and related documents.
• Draft, proofread, and format emails, memos, reports, presentations, and other leadership materials while maintaining accuracy and a professional standard.
• Act as the primary contact for the Assistant Dean by handling inquiries through phone, email, and in-person interactions with discretion and efficiency.
• Keep departmental files, records, and documentation properly organized in both digital and paper formats so information is easy to access and manage.
• Create and maintain spreadsheets, databases, reports, queries, charts, and analyses to support tracking, reporting, and decision-making.
• Oversee budget and expense administration for the Assistant Dean of Communications and Public Affairs, ensuring accuracy, compliance, and timely processing.
• Prepare and submit budget documents, reports, and supporting paperwork as needed.

Team Collaboration

• Contribute to a positive, inclusive, and cooperative team environment through strong communication, coordination, and shared accountability.
• Take part in recurring team meetings, workshops, and planning sessions to support alignment, information exchange, and ongoing improvement.
• Maintain shared documentation, resources, and knowledge files to preserve information and make it easy for the team to access.
• Help improve and sustain workflows, systems, and processes that strengthen team coordination and operational performance.

Additional Duties

Other responsibilities may be assigned by the Assistant Dean as needed.

Minimum Qualifications

• A bachelor’s degree in Communications, Business Administration, or a related discipline.
• At least 2 to 3 years of experience in executive support, office administration, or project coordination.
• Strong command of Microsoft Office, scheduling tools, and digital collaboration platforms.
• Well-developed organizational and time-management skills, with careful attention to detail.
• Clear communication and strong interpersonal ability, with a professional and discreet approach.

Preferred Qualifications

• Background in higher education, communications, or a creative setting.
• Familiarity with Smartsheet, Fresh Service, Adobe Acrobat, Canva, digital asset management systems, and CRM tools.
• Working knowledge of event planning, office administration, and logistics.
• Ability to communicate in both English and Arabic is an advantage.

Key Competencies

• Exceptional attention to detail and the ability to keep multiple priorities organized and accurate.
• Strong communication and relationship-building skills for working with a diverse range of stakeholders.
• Proven follow-through on assignments, with the ability to handle competing deadlines and deliver quality work on time.
• Self-starter mindset with problem-solving ability and readiness to take initiative.
• Professionalism, dependability, discretion, and a collaborative approach to teamwork.
• Preferred understanding of Education City’s communications environment and stakeholder landscape.
• Working awareness of institutional policies, standards, and best practices.

Compensation and Employment Notes

The target budgeted minimum starting salary for this position is USD 51,350 per year. Final offers will depend on the candidate’s experience, education, and internal equity considerations at Northwestern University.

Equal Opportunity and Accommodation

Northwestern University is an equal opportunity employer and does not discriminate based on protected characteristics, including disability and veteran status. Candidates who need an accommodation during the application or hiring process may contact the Office of Civil Rights and Title IX Compliance for support.