Administrative Assistant (Temporary, Non-sponsored)

Job description / Role

Purpose: To provide executive administrative support to the Office of the Dean, including the Dean, Chief Operating Officer, and Dean’s Executive Assistant, in order to ensure the effective and efficient operations of the Office with tasks related to general clerical, receptionist and project-based work. The position is temporary (6 months), with preferred start date mid-October.

As this position is based in Doha, Qatar and offers no relocation assistance, GU-Q is looking for locally based candidates only. This is a non-sponsored position that requires all applicants to already have the necessary sponsorship to live and work in Qatar.

Duties include but not limited to:
• Schedule, plan and organize Dean’s Office events;
• Maintain inventory of office equipment and/or supplies; obtain estimates for ordering purposes; order equipment and/or supplies as needed;
• Organize visits for prospective new employees or visitors; prepare agendas; conduct building tours; help visitors get to meetings;
• Coordinate travel and accommodation for visitors, including ground transport and logistics;
• Sort incoming mail, faxes, deliveries for distribution to department staff members or external parties;
• Serve as coordinator for the Emergency Response Team (ERT);
• Update and maintain lists, including employee and student details in ERT systems;
• Data entry and campaign management in CRM system;
• Coordinate a variety of finance-related activities such as: procard reconciliations, expense reports, bookstore invoices, etc.
• Assist with booking and cancelling reservations;
• Prepare marketing giveaways and gifts;
• Using MS Office, create spreadsheets, manage databases, type and edit basic correspondence; create reports for departmental use as needed;
• Printing, scanning, copying, filing, shredding as required;
• Organize and maintain paper and/or electronic files;
• Support other members of the department on assigned project-based work;
• Attend meetings and take notes and/or minutes as needed;

Requirements

• Bachelor’s degree;
• 3+ years’ experience providing administrative, clerical, and/or secretarial support to a department or executive;
• Sophisticated command of the English language, both verbally and in writing;
• Substantial knowledge of administrative and clerical procedures;
• Experience maintaining a high level of confidentiality;
• Proficiency with Microsoft Office Suite;
• Demonstrated ability to multi-task;
• Strong attention to detail;
• Previous experience assisting senior level management strongly preferred.

About the Company

Georgetown University in Qatar (GU-Q) is located on the Education City campus in Doha, Qatar and offers a variety of lifelong learning opportunities for the community. The four-year Bachelor of Science in Foreign Service (BSFS) degree program is delivered by the world renowned Edmund A. Walsh School of Foreign Service with a curriculum that is identical to that offered to students in Washington, D. C. Each year, GU-Q admits a class of approximately 75 students, primarily from the Middle East, South Asia and Southeast Asia. GU-Q is sponsored by Qatar Foundation and is one of six American universities located within Education City. All students have access to a superb range of recreational and housing facilities offered by Qatar Foundation and they take classes in classrooms equipped with state of the art technology. The campus currently boasts the presence of the largest public access library in Qatar. The compensation, benefits, terms of employment and professional development opportunities for GU-Q faculty and staff are highly competitive.