Executive Administrative Assistant

Job Description:

Position Title: Executive Administrative Assistant (President & Academic Affairs)

Location: On-site – Kuwait

Employment Type: Full-Time

American International University (AIU), Kuwait

Position Overview:

We are seeking a highly organized, proactive, and professional Executive Administrative Assistant to support senior leadership within Academic Affairs while leading the planning and execution of major university events.

This role is ideal for someone who thrives in a fast-paced academic environment, demonstrates exceptional attention to detail, and can confidently manage executive coordination, stakeholder communication, and institutional event operations.

The successful candidate will work closely with the Executive Leadership team, coordinate across departments, and ensure smooth delivery of executive operations, governance activities, and high-profile university events.

Key Responsibilities

Executive & Administrative Support

• Provide high-level administrative support to executive leadership within Academic Affairs.
• Manage complex calendars, executive meetings, appointments, and scheduling priorities.
• Prepare agendas, reports, briefing notes, meeting minutes, presentations, and executive documentation.
• Coordinate leadership meetings, governance sessions, and institutional committees.
• Track action items, timelines, and follow-ups to ensure accountability and execution.

University Event Planning & Coordination

• Lead the planning and execution of major university events, workshops, VIP visits, academic ceremonies, and institutional engagements.
• Develop event plans, timelines, logistics, and operational workflows aligned with university standards and policies.
• Coordinate with internal departments including IT, Facilities, Security, Marketing, HR, and Academic Affairs.
• Manage venue readiness, audiovisual setup, hospitality arrangements, guest services, and event operations.
• Conduct site visits and oversee on-site event execution to ensure a seamless experience.

Stakeholder & Governance Coordination

• Serve as a key liaison between executive leadership, academic departments, vendors, and external stakeholders.
• Support Board of Trustees and executive governance activities, including meeting preparation and documentation management.
• Maintain professional communication and strong stakeholder relationships across the institution.

Documentation & Reporting

• Maintain organized records, approvals, meeting documentation, and event files.
• Manage SharePoint and digital filing systems to ensure proper version control and accessibility.
• Prepare post-event reports, evaluations, and recommendations for continuous improvement.
• Maintain templates, trackers, planning resources, and operational documentation.

Financial & Operational Support

• Assist with event budgeting, procurement coordination, vendor quotations, and expense tracking.
• Ensure compliance with university financial policies and administrative procedures.
• Support workflow management and operational coordination for executive office activities.

Qualifications & Experience

• Bachelor’s degree in Business Administration, Event Management, Hospitality, Education Administration, or a related field.
• Arabic fluency is required.
• Minimum 3–5 years of experience in executive administration and/or event management.
• Experience within higher education, nonprofit, or institutional environments is highly preferred.
• Proven ability to independently manage complex projects and high-profile events.
• Strong organizational, multitasking, and problem-solving skills.
• Excellent written and verbal communication skills.
• Advanced proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and SharePoint.
• Familiarity with project coordination platforms such as Monday.com is an advantage.

Core Competencies

• Executive-level professionalism and confidentiality
• Leadership and stakeholder management
• Event planning and operational coordination
• Meeting facilitation and minute-taking
• Time management and prioritization
• Attention to detail and documentation accuracy
• Ability to perform under pressure and meet tight deadlines

Additional Requirements

• Flexibility to work evenings and weekends during major events or peak periods.
• Willingness to travel within Kuwait for meetings, events, and site visits.
• Valid Kuwait driver’s license is required.

About American International University

American International University (AIU) is a private institution in Kuwait, founded in 2019, offering undergraduate programs based on the American model of higher education. AIU provides degrees in Engineering, Architecture and Design, and Business Administration, with English as the language of instruction. The University is committed to fostering intellectual, cultural, and personal growth, preparing graduates for leadership roles in a global society.

For more information, visit: www.aiu.edu.kw

How to Apply

Interested candidates should visit the Job Opportunities section on our website and submit a resume and cover letter via: https://aiu.edu.kw/careers/jobs