Executive Assistant to the Senior Executive Director

Founded in 1881, HEC Paris is one of Europe's leading business schools. HEC Paris’s goal is to make a positive impact on business and society via its ‘Think, Teach, Act’ tripartite approach, contributing to a more inclusive, sustainable, and prosperous world. With 160 research professors from across the world generating and imparting unique knowledge to over 4,500 students from 135 countries, the HEC Paris campus is a fully-fledged laboratory devoted to innovation and exchange that is open to the diversity of the world and the challenges it faces.

In 2010, HEC Paris joined Qatar Foundation to bring world-class management education programs and research to Doha and the region. Through its offering of degree, non-degree, and corporate programs, HEC Paris, Doha contributes to corporate competitiveness in the global economy, fully aligned with Qatar National Vision 2030 and supporting the transformation of Qatar into a sustainable, competitive, and knowledge-based economy. In addition to offering degree programs, the school partners with corporate clients in Qatar and the region to design and deliver customized executive programs addressing current business and organizational challenges.

HEC Paris is an exceptional workplace, located in state-of-the-art premises in downtown Msheireb, at the heart of Doha. Joining HEC Paris, Doha is a unique opportunity to be part of a close-knit community of talented individuals united around five core values: Curiosity, Excellence, Diversity, Responsibility and Entrepreneurial Spirit.

https://www.qatar.exed.hec.edu/

Full-time position reporting to the Senior Executive Director (S.E.D.)

The Executive Assistant to the S.E.D. provides high-level 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 high-level 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 cross-functional collaboration and information sharing: act as the liaison between the S.E.D. and internal/external stakeholders; collaborate with cross-functional 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.

• University degree (Master’s 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 fast-paced 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 non-traditional 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

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.