{bc}
Apply
linkedin

Executive Assistant to Assist Dean of Communications and Public Affairs

Northwestern University
Doha, QAT
Full Time
Entry
2 weeks ago
Calendar ManagementEvent PlanningMicrosoft OfficeCommunicationOrganizational SkillsBudget Administration
Free

Job Fit Check

Base Career helps you apply smarter for this job.

?%
Ready to Scan

Key skills for this role

Calendar ManagementEvent PlanningMicrosoft Office
Smart Apply

Full Job Posting

Department

  • NUQ Marketing

Salary/Grade

  • EXS/N14

Role Overview

  • The Executive Assistant plays a critical role in providing administrative, logistical, and operational support to the Assistant Dean of Communications and Public Affairs (CPA) at Northwestern University in Qatar (NU Q).
  • The ideal candidate is detail oriented, proactive, and comfortable working in a fast paced, dynamic environment.

Administrative & Executive Support

  • Manage the Assistant Dean’s calendar, scheduling meetings, appointments, and engagements, ensuring effective time management and prioritization.
  • Plan, coordinate, and support events that require cultural awareness, protocol knowledge, and sensitivity to diverse audiences; this may include multi day or multi venue programs and research into potential program areas, participants, and logistical requirements.
  • Coordinate internal and external meetings, including scheduling, room bookings, catering, logistics, and the preparation of agendas, briefing materials, and other relevant documents.
  • Prepare, proofread, and format correspondence, memoranda, reports, presentations, and other materials on behalf of leadership, ensuring accuracy, professionalism, and consistency.
  • Serve as the first point of contact for the Assistant Dean, responding to phone, email, and in person inquiries with professionalism, discretion, and efficiency.
  • Maintain accurate and well organized departmental files, records, and documentation in both digital and physical formats to ensure accessibility and effective information management.
  • Develop and maintain spreadsheets, databases, reports, queries, charts, and analyses to support departmental tracking, reporting, and decision making.
  • Administer budgets and expenditures on behalf of the Assistant Dean of Communications and Public Affairs, ensuring accuracy, compliance, and timely processing.
  • Coordinate the preparation and submission of budget materials, reports, and supporting documentation.

Team Collaboration

  • Promote a collaborative, inclusive, and supportive team culture by contributing positively to departmental communication, coordination, and shared goals.
  • Coordinate and participate in regular team meetings, workshops, and planning sessions to support alignment, information sharing, and continuous improvement.
  • Maintain documentation, shared resources, and knowledge repositories to support knowledge retention, accessibility, and consistency across the team.
  • Support the development and maintenance of efficient workflows, systems, and processes that enhance team coordination and operational effectiveness.

Minimum Qualifications

  • Bachelor’s degree in Communications, Business Administration, or related field.
  • Minimum of 2–3 years’ experience in executive support, office administration, or project coordination.
  • Proficiency in Microsoft Office scheduling platforms, and digital collaboration tools.
  • Excellent organizational and time management skills with keen attention to detail.
  • Strong communication and interpersonal skills; able to work with discretion and professionalism.

Preferred Qualifications

  • Experience in a higher education, communications, or creative environment.
  • Familiarity with Smartsheet, Fresh Service, Adobe Acrobat, Canva, digital asset management and CRM tools.
  • Working knowledge of event planning, office management and office logistics.
  • Multilingual skills (English and Arabic) a plus.

Key Competencies

  • Strong attention to detail, with the ability to organize work efficiently and maintain accuracy across multiple priorities.
  • Excellent interpersonal and communication skills, with the ability to engage professionally and effectively with diverse stakeholders.
  • Demonstrated ability to follow through on assignments, manage competing deadlines, and deliver high quality work in a timely manner.
  • Proactive approach to learning, problem solving, and taking initiative in support of departmental needs.
  • High level of professionalism, reliability, discretion, and commitment to contributing positively to a team oriented environment.
  • Knowledge of Education City’s communications ecosystem and stakeholder environment is preferred.
  • Working knowledge of institutional policies, standards, and best practices, with the ability to support their consistent application.

Salary

  • The target budgeted minimum starting salary for this position is $51,350 annually. Offers will be based on candidate experience and education, as well as equity within Northwestern University.

Apply for this job in 1 click

Skip the repetitive application forms

Install the Base Career Chrome Extension and autofill job applications across major job boards with your profile.

Sarah M.James T.Maya R.

Trusted by over 500,000 job seekers on Base Career

Start Free Today

More from this employer

More jobs at Northwestern University

Senior Editor/Writer, NUQ

Doha, QAT

1 months agoFull Time

Digital Platforms Specialist

Doha, QAT

1 months agoFull Time

Media Relations and Public Affairs Manager

Doha, QAT

1 months agoFull Time

Digital Engagement Specialist

Doha, QAT

1 months agoFull Time

Visual Communications Designer

Doha, QAT

1 months agoFull Time

Procurement Administrator

Doha, QAT

1 months agoFulltime

The Counselor/Coordinator Health and Wellness, Qatar

Doha, QAT

1 months agoTemporary

Director of the Library

Doha, QAT

1 months agoFulltime