Executive Assistant to the Senior Executive Director

Fulltime position reporting to the Senior Executive Director (S.E.D.)

The Executive Assistant to the S.E.D. provides highlevel administrative support to the S.E.D. overseeing institutional and transversal projects and serving as an essential communications and logistics interface between the office of the S.E.D. and internal/external stakeholders.

Key Responsibilities

• Provide administrative and logistical support to the S.E.D.: manage calendars and respond to all scheduling requests; determine the priority and routes of incoming correspondence and requests and refer matters as appropriate; plan and coordinate business travels; prepare all expense reports accurately and in line with internal policies and procedures; take meeting minutes assist with the documentation of highlevel meetings and events and follow up on meeting action items; draft and review memoranda correspondence presentations decks reports handouts and other documents often of a highly sensitive and confidential nature in support of objectives for the organization;
• Foster crossfunctional collaboration and information sharing: act as the liaison between the S.E.D. and internal/external stakeholders; collaborate with crossfunctional teams to ensure alignment and support for special projects and initiatives; ensure effective and timely communication including coordinating meetings disseminating updates and facilitating information sharing among team members and stakeholders; address concerns or issues promptly escalating when necessary;
• Lead and coordinate special projects: take ownership of special projects assuming a leading role in planning organizing and executing these initiatives; develop project plans timelines and budgets in alignment with project goals; coordinate project activities resources and tasks to ensure successful project completion; monitor project progress identify potential risks and implement mitigation strategies; provide regular updates on project status milestones and outcomes.

Qualifications :

• University degree (Masters degree is preferred)
• A minimum of 5 years in a similar role preferably in communications research or a diplomatic setting
• Demonstrated experience working effectively with senior leaders and individuals from diverse cultural backgrounds
• Excellent research and analytical skills including the ability to research analyze and effectively integrate diverse information from varied sources
• Demonstrated success remaining flexible in fastpaced work environments while maintaining high standards under pressure including the capacity to set priorities work to tight deadlines and multitask
• Proven experience in project management
• Discrete politically astute and capable of maintaining high levels of confidentiality
• Outstanding organization skills proactive and dependable
• Strong attention to detail
• Flexibility and willingness to work nontraditional hours when required
• Ability to anticipate problems and generate solutions quickly
• Advanced level in MS Pack Office (Word PowerPoint Excel)
• Excellent written and oral skills in English Arabic and French are advantageous

Additional Information :

Disclaimer 

This job description is only a summary of the typical functions of the job not an exhaustive or comprehensive list of all possible job responsibilities tasks and duties. The responsibilities tasks and duties of the jobholder might differ from those outlined in this job description and other duties as assigned may be part of the job.

Employment Eligibility

If selected for a job at HEC Paris in Qatar you will have to provide:

1. An original or a true copy of your Police Clearance Certificate (PCC) of your country of nationality attested by the Qatar Ministry of Foreign Affairs*; and
2. A true copy of your highest Educational Certificate attested by the Qatar Ministry of Foreign Affairs**.

*Candidates born in Qatar are exempt from providing an attested PCC. **Candidates who graduated from a university in Qatar are exempt from getting their Educational Certificate attested.

Getting your personal documents attested is a lengthy process. We encourage you to get your documents attested early in the recruitment process to reduce administrative delays upon hire. 

Remote Work :

No

Employment Type :

Fulltime