Exec Asst to Assoc Dean for Education

5 months ago

Doha, Qatar Northwestern University Full time

**Department**:NUQ NU QATAR
**Salary/Grade**:NEX/14

As a partner to the Northwestern University in Qatar's (NU-Q) Associate Dean for Education (ADE), the Executive Assistant (EA) provides executive assistant support. Under supervision and using a high degree of independent judgement, the EA manages daily operations for the ADE. The EA will interact with the other NU-Q EAs for Associate Dean for Faculty Affairs and Associate Dean for Administration on a regular basis, and exercise discretion in the coordination of sensitive and confidential information and materials. Working collaboratively with NU-Q EAs and other Dean’s Office staff members, the EA for ADE will prioritize time allocation for the ADE.

**Responsibilities**:

- Manages day-to-day administrative operations of NU-Q Academic Affairs and oversees the daily operations of the ADE, primarily in the areas of visioning, strategic planning, curriculum-related projects, academic initiatives, academic event planning, processing invoices, purchasing, reviewing and processing expense reports for signature, and maintaining the physical office space.
- Creates and maintains complex spreadsheets, databases, reports, queries, charts, presentations, etc., based on the ADE's strategic goals and objectives.
- Applies a high degree of independent judgment and discretion to manage the ADE’s complex calendar involving multiple parties/stakeholders, conferences, summits, international business travels, etc., and decide on priorities to ensure effective use of the ADE’s time.
- Effectively handles highly sensitive, and often highly confidential, information using tact, diplomacy, and exemplary judgment.
- Coordinates a variety of meetings, events, visioning sessions, workshops, or team building activities, which may include managing logistics, managing calendar invitations, distributing meeting materials, taking meeting minutes, managing attendee lists, hosting guests, and coordinating room reservations and/or catering needs.
- Coordinates complex travel arrangements as necessary.
- Coordinates communications and follows up on behalf of the ADE.
- Builds and maintains professional, efficient, and knowledgeable interactions with both internal and external constituencies/stakeholders.
- Administers budgets which may include initiating/approving purchases, reimbursements, and orders.
- Creates and monitors budget statements.
- Coordinates large scale, complex events.
- Anticipates the needs of the ADE and pre-plans/prepares in advance of expressed need(s).
- Receives and reviews incoming requests and prioritizes them according to significance and urgency.
- Works collaboratively with other administrators and staff throughout the University.
- Serves as the initial point of contact for guests creating a welcoming and hospitable environment.
- Supports or manages special projects and initiatives, as needed

Required Knowledge, Skills and Abilities:

- Bachelor's degree or the equivalent combination of education, training and experience from which comparable knowledge and skills can be acquired.
- Two or more years of administrative support experience in higher education, with prior experience in support of a senior leader in a similar role.
- Previous experience in a related field strongly preferred.
- Demonstrated advanced proficiency with the Microsoft Office Suite of products, particularly PowerPoint.
- Familiarity with Northwestern systems (e.g., NU Financials) strongly preferred.
- Demonstrated excellent oral and written communication skills, interpersonal and organizational skills.
- Ability to demonstrate a calm, courteous, and professional demeanor under pressure when working with a variety of situations and/or people.
- Proven ability to take initiative and make sound decisions without direction.
- Growth mindset and eagerness to adapt to constantly evolving environments.
- Open-mindedness to promote empathy and to foster creativity, innovation, and collaboration

Northwestern strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.
- The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today._

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