Executive Assistant📣 Job Ad

About the Executive Assistant Role

The University of Prince Mugrin (UPM) in Al Madinah is seeking a highly capable Saudi national to join its team as an Executive Assistant. This full-time position offers a key role within the university's administrative structure, supporting senior leadership and contributing to the efficient operation of the department.

Role Overview and Responsibilities

The Executive Assistant functions as a top-level contributor, providing comprehensive administrative support. This role is integral to coordinating administrative and operational activities, ensuring the smooth execution of departmental functions. Key responsibilities include:

• Scheduling appointments, preparing agendas, and coordinating meetings for senior administrators, ensuring adherence to timely schedules.
• Managing work schedules and activities that demand high attention to detail and continuous follow-up.
• Interacting courteously with students, faculty, staff, and visitors to address inquiries and requests.
• Composing and typing correspondence, reports, meeting minutes, contracts, requisitions, and other necessary documents with a high degree of accuracy.
• Acting as the primary point of contact for the department.
• Planning and coordinating departmental meetings and events.
• Serving on various committees and teams within the department, Vice Rectorate, and university, collaborating with other administrative units.
• Ensuring the accurate completion of travel arrangements, conference registrations, and accommodation bookings for the administrator.
• Assisting in the facilitation and coordination of workshops, visits, and other events.
• Performing other related duties as assigned.

Required Qualifications and Experience

Candidates for this position must meet the following educational and experience requirements:

• A minimum of a Bachelor's Degree in business administration, public administration, social or behavioral science, education, or a related field. A Master's Degree is preferred.
• Two years of related experience, with a preference for experience within a higher education setting.

Essential Skills and Competencies

Successful candidates will possess a strong set of skills and abilities essential for effective performance:

• Excellent written and oral communication skills in both English and Arabic.
• Proficiency in computer applications, including Microsoft Word, PowerPoint, and Excel.
• The ability to work collaboratively with faculty, students, and staff.
• Capability to maintain confidential records, prepare reports, compose letters and memoranda, and follow both oral and written instructions.
• A high level of attention to detail and accuracy.
• Skills in organizing, prioritizing, and performing multiple tasks concurrently.

Work Environment and Conditions

This is a full-time position based in Medina. Please note that evening and weekend work may be required to fulfill the duties of this role.