Personal Assistant to the Rector rec-021126

Job Purpose

Key Tasks and Responsibilities

·       Manage the Rector’s calendar, appointments, meetings and official engagements, including scheduling, invitations, agendas, meeting materials, venues and related logistics and hosting international guests.

·       Manage and coordinate official correspondence, emails, letters, documents, reports, presentations, briefing materials and other information required by the Rector.

·       Act as a key point of contact between the Rector’s Office, university departments, staff members and external stakeholders, ensuring effective communication and coordination.

·       Planning and coordination of official events, visits, ceremonies, delegations and other institutional engagements involving the Rector.

·       Coordinate business travel arrangements and related requirements for the Rector when required.

·       Maintain accurate and organised records and documentation for the Rector’s Office, while handling confidential and sensitive information with a high level of discretion and professionalism.

·       Act as a secretary of the Rectorate and of the Board of Governors, keeping minutes of their meetings and other meetings which are chaired or co-chaired by the Rector. Follow up on tasks, decisions, action points, requests and pending matters to ensure timely completion and provide updates to the Rector as required.

·       Keeping the records of university agreements, memoranda of understanding and other academic cooperation contracts between GUtech and other institutions.

·       Act as a focal point for Archives and Records management.

·       Other duties assigned by the line manager.

Qualification, Experience and Skills

·       Diploma or professional certification in Executive Assistance or Office Administration.

·       Fluent in English and Arabic (written and spoken), basic knowledge of German is preferred

·       International experience and intercultural competence

·       People-oriented, approachable, and proactive

·       Self-motivated and results-driven

·       Excellent organisational and time-management skills

·       High level of confidentiality, discretion and professionalism

·       Strong communication and interpersonal skills

·       Ability to manage multiple priorities and work under pressure

Communication Channels

• Internal: Rector, Senior Management, Deputy Rectors and Associate Deputy Rectors, Heads of Departments and Units, Academic and Administrative Staff, GUtech committees and working groups, and other university departments and support functions.
• External: Government entities and authorities, university partners and stakeholders, external organisations and institutions, guests, visitors and official delegations, and other professional and institutional contacts.