Executive Assistant – OOTP202620 Full Time NEW

JOB SUMMARYThe Executive Assistant to the Provost provides high-level administrative, organizational, and logistical support to the Provost. The incumbent serves as the primary point of contact for internal and external stakeholders, ensuring effective communication, scheduling, and coordination of activities in the Office of the Provost. The Executive Assistant ensures the smooth operation of daily tasks and helps execute strategic priorities.

RESPONSIBILITIES AND TASKS

• Manages the Provost’s calendar, including scheduling meetings, appointments, events, and travel arrangements.
• Ensures proper stewardship of guests and visitors by welcoming them warmly, anticipating their needs, and arranging refreshments, meals, or materials as appropriate.
• Prepares agendas, minutes, reports, presentations, and correspondence for the Office of the Provost.
• Serves as the first point of contact for the Office of the Provost, handling inquiries with professionalism and confidentiality.
• Coordinates logistics for meetings, committees, and special projects initiated by the Provost.
• Maintains and organizes files, records, and databases for efficient retrieval of information.
• Handles sensitive and confidential information with discretion.
• Performs other duties as assigned to support the mission of the Office of the Provost.

EDUCATIONAL BACKGROUND AND EXPERIENCE

• Bachelor’s degree in business administration, office management, education, or any other field with previous experience.
• 2-3 years of experience in executive-level administrative support, preferably in higher education or a comparable institutional setting.
• Experience in supporting senior leadership and managing complex schedules and priorities.
• Knowledge of academic administration and higher education structures.
• Strong understanding of office management systems, procedures, and technology.
• Familiarity with institutional policies, academic governance, and reporting processes is an asset.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong written and verbal communication skills in English, French, and Arabic (preferred).
• Strong organizational and time-management skills.
• Ability to prioritize multiple tasks under pressure.
• Excellent interpersonal and communication skills.
• High attention to detail and accuracy.
• Ability to exercise discretion and maintain confidentiality.

Candidates must meet all employment requirements, including – but not limited to – education and certification requirements, reference checks, and criminal background checks.

Additional details about this position will be provided to shortlisted candidates only.