Administrative Assistant

Position Title
:
Administrative Assistant

Department
:
College of Business

The purpose of this role is to provide administrative support to the College of Business (CoB). The Administrative Assistant ensures smooth day-to-day operations by managing correspondence, documentation, filing, and logistics. The role supports the departments, programs, and faculty of the College, while coordinating closely with the CoB Executive Assistant to facilitate effective communication, scheduling, and record management across all units.

The Administrative Assistant provides operational and administrative support to the College, departments, and programs as outlined below:

• Coordinates the process of distributing internal documents, memos, and announcements across the College.
• Administers schedules and messages to students as instructed by the departments or the Dean’s Office.
• Delivers messages and official communication from faculty and department chairs to relevant recipients.
• Responds to general student, parent, or vendor inquiries, redirecting or escalating them as appropriate.
• Maintains proper records of incoming and outgoing correspondence (electronic and hard copy) for the College.

• Provides administrative assistance to department chairs, program coordinators, and faculty members in preparing documents, reports, and forms.
• Supports the preparation of course files, survey results, and accreditation-related documentation under the guidance of the Executive Assistant.
• Compiles and formats data for departmental reports and college-level submissions.
• Assists in scheduling departmental meetings, preparing agendas, and drafting minutes.
• Coordinates and follows up on BRFs, purchase requests, and logistics for departmental needs.

• Handles student-facing administrative tasks including document collection, attendance sheets, and registration-related requests.
• Screens and organizes requests such as change of major, grade entry, or other academic forms prior to Dean’s review.
• Coordinates with faculty, students, and the Registrar’s Office to ensure proper documentation flow.
• Assists in generating invigilation and proctoring schedules when required.

• Attends to walk-in visitors and phone calls, screening and directing them appropriately.
• Maintains organized filing systems (electronic and paper) for departmental and college-level documents.
• Prepares and edits documents, letters, reports, and presentations.
• Arranges travel and accommodation logistics for faculty and staff as required.
• Follows up on action items assigned during meetings to ensure timely completion.
• Assists in preparing meeting minutes and tracking follow-up actions.

• Supports the organization of College and departmental events, student activities, and workshops.
• Assists with logistical arrangements such as room booking, materials preparation, and participant coordination.
• Coordinates with vendors, suppliers, and service providers as needed for College events or operational needs.

• Bachelor’s degree

• 2-3 years’ Experience as Admin Assistant

• Experience as an Administrative Assistance in educational field

• Higher education experience highly preferred

• English is required
• Arabic is preferred

• Highly organized, detail-oriented, and committed to deadlines; strong interpersonal and communication skills; proficient in MS Word, Excel, and PowerPoint; ability to manage multiple priorities; professional demeanor and customer service orientation; capable of working under pressure in a fast-paced academic environment.