Executive Assistant, Office of the Dean - Qatar-2013783
In 2004, Carnegie Mellon and Qatar Foundation began a partnership to deliver select programs that will contribute to the long-term development of Qatar. Today, Carnegie Mellon Qatar offers undergraduate programs in biological sciences, business administration, computational biology, computer science, and information systems. Nearly 400 students from 35 countries call Carnegie Mellon Qatar home.
Carnegie Mellon University in Qatar (CMUQ) is seeking an Executive Assistant to the Dean. Reporting to the Director of the Dean's Office, you will provide administrative support to include complex calendar management and communication, organization of high-level special events, logistics management and preparation for meetings, and greeting visitors. In this role, you will serve as a liaison with various departments, as well as external contacts and university leadership units, which will require maintaining strict confidentiality and discretion as you will regularly handle sensitive information.
Core responsibilities will include:
Administrative responsibilities of the Dean's office to include:
managing time dedication (calendar) and respective prioritization,
communications and interactions with other members of the management team and academic community,
handling phone calls and messages, greeting visitors, and making appropriate referrals,
maintaining filing systems and meeting agendas, minutes, and materials,
coordinating special events and unit meetings,
making travel arrangements and creating travel itineraries, and
correspondence and management of email distribution lists and databases.
Financial support of the Dean's office to include:
procurement card transactions and reconciliation,
purchase order administration and employee business expense reimbursement processing, and
travel and allowance requests.
Troubleshooting problems and questions concerning office and/or university policies and procedures as well as responding to inquiries and routine questions.
Acting as the liaison between department and outside organizations.
Handle special administrative projects as directed by the members of the Dean's office: examples include coordinating workflow for faculty reappointment and promotion cases.
Provide clerical support such as faxing copying, scanning, mailing, answer phones, and sending appropriate holiday greeting cards.
Flexibility, excellence, and passion are vital qualities for success. Inclusion, collaboration and cultural sensitivity are valued proficiencies at CMU. Therefore, we are in search of a team member who is able to effectively interact with a varied population of internal and external partners at a high level of integrity. You will be someone who shares our values and who will support the university through their work.
You should demonstrate:
Principles of integrity & trust, accountability & sound judgment, collaboration & innovation, and positive & engaged community,
An innovative and agile approach to work in every context,
Capability to learn quickly and manage projects in a growing and rapidly changing workplace,
Ability to multi-task and be proactive, often supporting a wide variety of diverse assignments with a high degree of composure and collegiality,
An approach to work than combines initiative, discretion, accountability and sound judgment regarding sensitive and confidential matters,
Excellence in writing and editing skills, and
Digital savviness and an openness to learning new software tools as those environments change.
This is a fixed term, benefit eligible, full-time opportunity.
Associates Degree or equivalent combination of training and experience; Bachelor's Degree or equivalent experience preferred.
Minimum five years of administrative experience supporting senior level executives; experience in an academic environment highly desired.
Expert level skill with Microsoft Outlook, Word, Excel, PowerPoint, and Access preferred.
Please visit " Why Carnegie Mellon " to learn more about becoming part of an institution inspiring innovations that change the world.
Carnegie Mellon University is an Equal Opportunity Employer/Disability/Veteran.
Department URL: https://www.qatar.cmu.edu/
Job Function: Office / Administrative Support
Primary Location: Qatar-Qatar-Doha
Time Type: Full Time
Organization: DEAN'S OFFICE - QATAR
Minimum Education Level: Bachelor's Degree or equivalent
Budgeted Base Pay: negotiable
Internal Number: 2013783
About Carnegie Mellon University
Carnegie Mellon (www.cmu.edu) is a private, internationally ranked research university with programs in areas ranging from science, technology and business, to public policy, the humanities and the arts. More than 12,000 students in the university’s seven schools and colleges benefit from a small student-to-faculty ratio and an education characterized by its focus on creating and implementing solutions for real problems, interdisciplinary collaboration and innovation. A global university, Carnegie Mellon’s main campus in the United States is in Pittsburgh, Pa. It has campuses in California’s Silicon Valley and Qatar, and programs in Africa, Asia, Australia, Europe and Mexico.