Executive Administrative Assistant

Position Title: Executive Administrative Assistant (President Office)

Location: On-site – Kuwait

Employment Type: Full-Time

About The American International University

American International University (AIU) is a private institution in Kuwait, founded in 2019, offering undergraduate programs in Engineering and Computing, Architecture and Design, Business, Arts and Sciences, and Education. The programs are delivered in English and follow the American model of higher education. AIU serves a community of more than 4,000 students and is implementing the RISE Strategy 2026–2030, a five-year institutional transformation strategy anchored in research development, international accreditation, student success, employability, and community engagement.

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

Position Overview

We are seeking a highly organized and professional Executive Administrative Assistant for the President’s Office to oversee the day-to-day operations of the office and provide high-level administrative and coordination support to the President. The role is responsible for managing executive schedules and meetings, coordinating communications and institutional activities, supporting senior leadership engagements, and ensuring effective follow-up on key matters. The position requires strong organizational skills, discretion, professionalism, and the ability to coordinate effectively with university departments, senior leaders, and external stakeholders.

Key Responsibilities

• Manage the President’s calendar, meetings, appointments, and scheduling priorities.
• Coordinate executive leadership, and Board meetings, including agendas, presentations, reports, minutes, and follow-up.
• Serve as a key liaison between the President’s Office, university departments, senior leadership, external stakeholders, and guests.
• Track and follow up on decisions, action items, deadlines, and assigned tasks.
• Prepare the AIU Monthly Reports (compiling and reviewing of the submissions from key university departments).
• Coordinate PUC-compliant departmental submissions, team reviews, deadlines and priorities, external consultant communications, and the compilation and review of the Annual Report.
• Manage the processing and coordination of expenses, invoices, approvals, and required supporting documentation.
• Continuously monitor the institutional performance management framework, aligning and cascading RISE Strategy KPIs across institutional, school, departmental, and individual levels to ensure clear strategic alignment and accountability, and escalate key issues to the President.
• Support the President in preparing the Annual Strategic Progress Report by consolidating KPI results, performance variances, and strategic priorities for Board review.
• Coordinate with the PMO and Special Projects to monitor strategic alignment of major institutional projects and provide updates to the President.
• Monitor President-designated strategic projects, ensuring alignment with institutional priorities and escalating key issues requiring executive attention.
• Coordinate university events, ceremonies, VIP visits, and institutional activities, including related logistics and stakeholder coordination.
• Prepare, organize, and maintain confidential correspondence, records, reports, approvals, and documents.
• Manage digital records using SharePoint and other document-management systems.
• Provide administrative and operational support to the President’s Office and assist with special projects as required.
• Ensure all activities are handled with professionalism, confidentiality, accuracy, and timely follow-up.

Qualifications & Experience

• Master’s degree in relevant field.
• PhD degree in relevant field is an advantage.
• Excellent communication skills in both English and Arabic, both written and verbal.
• 5–7 years of relevant professional experience, preferably in executive administration, higher education, or a similar institutional environment.
• Proven experience supporting a senior executive, President, CEO, or university leader.
• Strong understanding of university operations, governance, and administrative processes is highly desirable.
• Ability to coordinate effectively with senior administrators, faculty, staff, students, government entities, external partners, and other stakeholders.
• Strong follow-up and coordination skills, ensuring that actions and decisions are properly tracked and completed.
• Strong attention to detail and a commitment to accuracy, professionalism, and service excellence.
• Ability to work independently, manage multiple priorities, and meet tight deadlines.
• Proficiency in Microsoft Office Suite, particularly Outlook, Word, Excel, and PowerPoint.
• Working knowledge of SharePoint and digital document management systems.
• Experience with project management tools and platforms is an advantage.

Preferred Qualifications

• Previous experience in an American-accredited or American-model university.
• Experience working directly with a University President, Provost, Vice President, or Board of Trustees.
• Knowledge of higher education accreditation, governance, and regulatory requirements.
• Experience coordinating international delegations, government relations, VIP visits, and official university events.

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

Applications will be reviewed on a rolling basis until the position is filled. The successful candidate is expected to commence employment immediately.