About the Role
King Fahd University of Petroleum & Minerals (KFUPM) is seeking an Executive Secretary to provide comprehensive administrative support to the Dean and the Dean's Office within the Business School. This role is essential for the effective operation of the Business School's executive functions, ensuring clear communication among faculty, students, and key stakeholders. The position requires a high degree of confidentiality and precision suitable for an academic setting.
Key Responsibilities
- Provide administrative and secretarial support to the Dean, including managing complex schedules and preparing academic documents.
- Act as a primary point of contact, facilitating communication between the Business School's leadership, internal university departments, and other stakeholders.
- Manage high-level travel arrangements, itineraries, and the planning of academic events for important stakeholders.
- Handle sensitive faculty records, student data, and strategic institutional information with discretion and confidentiality.
- Coordinate College Council and other significant meetings, including minute-taking and follow-up on action items.
- Oversee and support administrative aspects of special projects, such as accreditation cycles, research reports, and university-wide events.
- Proactively organize and schedule meetings, appointments, and conferences, ensuring necessary briefing materials are prepared.
- Draft, proofread, and distribute official university memos and emails in English and Arabic as needed.
- Track deadlines for academic reports and administrative submissions to ensure the leadership team stays on schedule.
- Manage executive expense reports, procurement requests, and invoices in accordance with university policy.
- Handle incoming inquiries, prioritizing urgent academic or administrative matters and redirecting them appropriately.
- Assist in the preparation of agendas and documentation for Business School meetings.
- Maintain digital and physical databases for executive reference, ensuring systematic archiving of records.
Qualifications and Requirements
- Bachelor's degree in Business Administration, Office Management, or a related field.
- 3 to 5 years of experience as an Executive Secretary or Administrative Assistant, preferably in higher education or a corporate environment.
- Proven ability to multitask and meet deadlines in a fast-paced academic environment.
- High integrity and demonstrated experience handling sensitive data.
Required Skills
- Exceptional written and verbal communication skills in English.
- Strong interpersonal skills for effective interaction with faculty, officials, and students.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
- Experience with ERP systems.
- Familiarity with AI-powered solutions for workflow streamlining and efficiency improvement.
- Excellent organizational and task prioritization abilities.
- Proficiency in managing calendars, professional correspondence, and communication flow.
- Experience in logistics coordination, financial administration, and committee support.
- Skilled in records management and maintaining confidentiality.
- Experience with project management software and academic document management systems is preferred.
- Full professional fluency in both Arabic and English is a preferred qualification.
- Ability to anticipate needs and take proactive steps.
- Experience managing international travel and scheduling across multiple time zones is preferred.
- Professional certification in Executive Assistance or Office Management is preferred.
- Familiarity with higher education operations and university governance is preferred.
Work Location and Details
This is a full-time position located in Dhahran, Saudi Arabia.
