Administrative Assistant - Dean's Office, CGSR

About the role

The Administrative Assistant provides administrative, secretarial and coordination support to the Dean and staff of the College of Graduate Studies and Research (CGSR). As the first point of contact for the Dean's office, the post holder manages correspondence, scheduling, records, committee logistics and visitor and student inquiries, helping ensure deadlines are met and stakeholders receive timely, courteous responses.

Key responsibilities

• Coordinate administrative processes for graduate programs and students, including applications, admissions documentation, transfer of credit requests and progression records, in line with AUIB policy.
• Maintain CGSR records, correspondence, calendars and documentation in an organized, auditable filing system, respecting confidentiality and the AUIB Data Protection Policy.
• Support research administration, including grant administration, the University Research Board, ethics review (IRB) and institutional reporting.
• Provide secretariat support to CGSR committees: agendas, briefing materials, minutes and follow-up on actions.
• Coordinate projects, timelines and action lists, flagging risks and overdue items to the Dean.
• Manage the Dean's calendar, meetings, travel and visitor arrangements.
• Draft, proofread and format letters, memoranda, reports and presentations to AUIB house style, and handle the Dean's communications.
• Liaise with colleges, the Registrar, Admissions, HR, Finance and other departments; support visiting scholars, partnerships, workshops and seminars.
• Assist with data collection and prepare activity and performance reports using Excel and Power BI.

Required profile

• Bachelor's degree from a recognized institution.
• At least two years of administrative or office coordination experience, preferably in higher education or professional services.
• Excellent written and spoken English and professional Arabic, required for liaison with local stakeholders.
• Preferred: experience supporting senior academic or executive leadership, committee secretariat work, minute-taking and records management, and familiarity with student information and document management systems.

Required skills

• Advanced Microsoft Office (Word, Excel, PowerPoint, Outlook, Power BI).
• Virtual meeting platforms.
• Discretion, organization, accuracy and attention to detail.

To apply, candidates must submit a cover letter, an up-to-date CV and a valid national ID or passport; interviewees also need English-translated transcripts and three reference contacts. AUIB offers competitive salaries, health plans, generous leave, career development and on-campus accommodation for expatriate staff.