Executive Assistant to the Dean

Updated: 3 months ago

Details

Posted: 24-Nov-23

Location: Doha,

Type: Full-time

Salary: Open

Categories:


Dean
Executive

Internal Number: 4815683



Executive Assistant to the Dean
Located in a historic neighborhood in the nation's capital, Georgetown offers rigorous academic programs, a global perspective, exciting ways to take advantage of Washington, D.C., and a commitment to social justice. Our community is a tight knit group of remarkable individuals interested in intellectual inquiry and making a difference in the world.
Requirements
The Executive Assistant to the Dean is responsible for providing high-level administrative support to the Dean of Georgetown University in Qatar (GU-Q). This position is foremost responsible for all aspects of the Dean's schedule, including organizing day-to-day meetings, events, and travel with consistent and acute attention to detail. This role will interact with students, faculty, and staff on behalf of the Dean and serve as a key liaison between the Dean and various internal and external stakeholders, and will be entrusted with handling highly sensitive and confidential information. The Executive Assistant to the Dean is a self-directed team player who takes initiative, anticipates needs, ensures consistent high quality work, and adapts to different situations.
Key Accountabilities

  • Schedule appointments for the Dean, ensuring optimal use of their time and prioritizing competing demands.
  • Create and compile detailed briefing materials for the Dean prior to meetings, including relevant facts, data, and background information.
  • Oversee the management of institutional VIP visitors, local and international government officials, coordinating logistics and ensuring a seamless experience.
  • Establish and cultivate relationships with counterparts at other partner universities, Qatar Foundation, the home Georgetown campus in Washington, DC, and other key partners and stakeholders, fostering collaboration and effective communication.

Key Activities
  • Coordinate complex and dynamic schedules, managing multiple calendars and ensuring appointments are efficiently scheduled and conflicts are resolved.
  • Draft, proofread, and finalize memos, correspondence, and documents with attention to detail, accuracy, and overall quality.
  • Engage with stakeholders, including students, faculty, staff, and external partners, in a professional and courteous manner, conveying the Dean's message and priorities.
  • Identify and develop systems to facilitate the smooth functioning of the Dean's activities.
  • Help develop and sustain an effective support structure for integrated work relationships among senior leadership at GU-Q and on the main campus.
  • Research and gather relevant information, synthesizing it into clear and concise briefing materials for the Dean.
  • Maintain confidentiality and exercise discretion and appropriate judgment in all matters related to the Dean's business.
  • Collaborate with various departments to collect and analyze data, ensuring accurate and timely responses to external requests.
  • Advise on proper protocol and etiquette for visiting dignitaries, arranging necessary accommodations, transportation, and meetings.
  • Respond to email, texts, and phone calls outside normal business hours.
  • Interact with students, faculty, and staff on behalf of the Dean, providing information and addressing inquiries or concerns.
  • Prepare memos, correspondence, and documents for the Dean's signature, ensuring accuracy and clarity.
  • Manage the dean's calendar, schedule appointments, answer phone calls, coordinate travel arrangements, manage files, maintain and order office supplies and equipment, process mail, copy, schedule and plan meetings and process expense reports.
  • Other similar duties as assigned.

Requirements
  • Bachelor's degree, Master's preferred
  • A minimum of 5 years of experience as an executive assistant supporting a high/C-level executive.
  • Proven track record of effectively managing complex calendars and scheduling appointments.
  • Demonstrated ability to handle sensitive and confidential information with discretion and professionalism.
  • Exceptional organizational and time management skills, able to prioritize tasks and meet deadlines.
  • Excellent verbal and written communication skills, with strong attention to detail.
  • Ability to problem solve independently and through strong partnerships with business partners across the globe; thrives in a dynamic environment with a high degree of ambiguity and agility.
  • Strong ability to work independently, exercise judgment, take initiative, and make informed decisions.
  • Proficient in using productivity software and tools, such as Microsoft Office suite and Google Workspace.

Expatriate Benefits
GU-Q's expatriate benefits package is highly competitive and includes fully-furnished housing, a monthly transportation and home leave travel allowance, health insurance (worldwide coverage), generous private school tuition support for accompanying children, and other benefits.
Relocation Support
Moving to a new country can be a significant endeavor and GU-Q is committed to providing comprehensive relocation support. From assistance with visa processing, housing arrangements, and transportation logistics, to campus orientation and settling-in support, GU-Q will aim to ensure a smooth transition for new employees and their families.
About Qatar
Qatar has become a hub for regional and global networks in international diplomacy, energy, finance, economics, media, and sports. A modern, thriving country in the heart of the Middle East with an ambitious development vision, it offers a high standard of living, with excellent facilities, modern infrastructure, and a mix of local and cosmopolitan culture. Its central location also makes it the ideal location for exploring Asian, African, and European destinations. More information can be found here .
Current Georgetown Employees:
If you currently work at Georgetown University, please exit this website and login to GMS (gms.georgetown.edu ) using your Net ID and password. Then select the Career worklet on your GMS Home dashboard to view Jobs at Georgetown.
Submission Guidelines:
Please note that in order to be considered an applicant for any position at Georgetown University you must submit a resume for each position of interest for which you believe you are qualified. Documents are not kept on file for future positions.
Need Assistance:
If you are a qualified individual with a disability and need a reasonable accommodation for any part of the application and hiring process, please click here for more information, or contact the Office of Institutional Diversity, Equity, and Affirmative Action (IDEAA) at 202-687-4798 or [email protected] .
Need some assistance with the application process? Please call 202-687-2500. For more information about the suite of benefits, professional development and community involvement opportunities that make up Georgetown's commitment to its employees, please visit the Georgetown Works website .
EEO Statement:
Georgetown University is an Equal Opportunity/Affirmative Action Employer fully dedicated to achieving a diverse faculty and staff. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, national origin, age, sex (including pregnancy, gender identity and expression, and sexual orientation), disability status, protected veteran status, or any other characteristic protected by law .
Benefits:
Georgetown University offers a comprehensive and competitive benefit package that includes medical, dental, vision, disability and life insurance, retirement savings, tuition assistance, work-life balance benefits, employee discounts and an array of voluntary insurance options. You can learn more about benefits and eligibility on the Department of Human Resources website .
To apply, visit https://georgetown.wd1.myworkdayjobs.com/en-US/Georgetown_Admin_Careers/job/Qatar/Executive-Assistant-to-the-Dean_JR16866-1
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Established in 1789, Georgetown is the nation's oldest Catholic and Jesuit University. Georgetown is one of the world's leading academic and research institutions, offering a unique educational experience that prepares the next generation of global citizens to lead and make a difference in the world.
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