About the Role
King Fahd University of Petroleum & Minerals (KFUPM) is seeking an Executive Secretary to provide administrative support to the Dean and the Dean's Office within the Business School. This role is essential for the smooth operation of the Business School's executive functions and for facilitating communication among faculty, students, and stakeholders. The position requires upholding high standards of confidentiality and precision within an academic setting.
Key Responsibilities
- Provide comprehensive secretarial and administrative support to the Dean, including managing schedules and preparing academic documents.
- Act as a primary point of contact, liaising between Business School leadership and internal university departments, as well as other key stakeholders.
- Manage high-level travel arrangements and itineraries, and coordinate academic events for stakeholders.
- Handle sensitive faculty records, student data, and strategic institutional information with discretion and confidentiality.
- Coordinate College Council and other important 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.
- Organize and schedule meetings, appointments, and conferences, ensuring briefing materials are prepared in advance.
- Draft, proofread, and distribute official university memos and emails in English and Arabic as required.
- Track deadlines for academic reports and administrative submissions.
- Manage executive expense reports, procurement requests, and invoices in accordance with university policy.
- Handle incoming inquiries, prioritizing urgent matters and redirecting them appropriately.
- Assist in preparing agendas and documenting proceedings for Business School meetings.
- Maintain digital and physical databases for executive reference, ensuring systematic archiving.
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 setting.
- Exceptional written and verbal communication skills in English; Arabic proficiency is highly valued.
- Proven ability to multitask and meet deadlines in a fast-paced academic environment.
- High level of integrity and experience handling sensitive data.
- Strong interpersonal skills for interacting with faculty, officials, and students.
Required Skills
- Executive Support
- Stakeholder Liaison
- Logistics Coordination
- Confidentiality & Discretion
- Meeting Governance
- Special Initiatives Management
- Advanced Calendar Management
- Professional Correspondence (English and Arabic)
- Task Prioritization
- Financial Administration (expense reports, procurement, invoices)
- Communication Flow Management
- Committee Support
- Records Management (digital and physical)
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
- Experience with ERP systems
- Familiarity with AI-powered solutions to streamline workflows
- Strong Communication skills
- Excellent Organization skills
- High Professionalism and Integrity
- Strong Interpersonal skills
- Experience in Executive Assistance or Office Management
- Familiarity with higher education operations and university governance
- Familiarity with project management software
- Familiarity with academic document management systems
Work Environment and Location
This is a full-time position located in Dhahran, Saudi Arabia. Candidates with professional certification in Executive Assistance or Office Management, familiarity with global coordination and international travel scheduling, and full professional fluency in both Arabic and English will be preferred. The role requires a self-starter who can anticipate the needs of the Dean's office and take proactive steps.
