Administrative Assistant

About University of Doha for Science and Technology (UDST)

UDST stands as Qatar's pioneering applied university, offering a spectrum of academic programs including applied Bachelor's and Master's degrees, alongside various certificates and diplomas. With over 50 programs across disciplines like Engineering Technology, Industrial Trades, Business Management, Computing and IT, Health Sciences, and Continuing Professional Education, it serves more than 8,000 students with a faculty of over 800 staff. The university emphasizes student-centered learning supported by modern facilities, integrating innovative technologies to nurture skilled graduates aligned with Qatar's National Vision 2030.

Role Overview

The Administrative Assistant role calls for a proactive, well-organized individual to provide comprehensive administrative and secretarial support, ensuring smooth daily operations. This involves acting as a primary administrative liaison with various internal departments and external organizations, promoting effective communication and problem-solving.

Key Duties and Responsibilities

• Manage team calendars and schedules, coordinate travel plans, screen phone calls, and warmly welcome and guide visitors.
• Organize meetings, conferences, and special events by managing scheduling, venue bookings, attendance, agenda preparation, and minutes recording, followed by task follow-ups.
• Maintain and secure office files and records, including data entry and updating databases while ensuring confidentiality and proper retention.
• Draft, review, and edit a wide range of correspondence such as technical reports, financial documents, memos, and letters; oversee incoming and outgoing communications and prepare appropriate responses.
• Provide front desk reception duties during breaks and other necessary times.
• Support coordination and administration of special projects and prepare presentations; collaborate with fellow administrative personnel to fulfill assigned tasks within the business unit.
• Contribute actively to activities involving staff, faculty, and students as directed.
• Engage in professional development through participation in educational sessions, literature, and workshops to enhance skills and knowledge.

Qualifications and Requirements

• Diploma in Administration Management or a related field is mandatory.
• A minimum of three years’ experience in administrative support is preferred.
• Fluency in both written and spoken English and Arabic languages is essential.
• Strong organizational abilities paired with attention to detail, analytical and problem-solving skills.
• Expertise in professional written and oral communication, excellent time management, adaptability, confidentiality maintenance, and commitment to service excellence.