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 based on the American model of higher education. AIU provides degrees in Engineering, Architecture a 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 

Position Overview:

We are looking for an organized and professional Executive Administrative Assistant to support senior leadership in the President’s Office and coordinate major university events. The role involves managing executive tasks, meetings, communication, and events while working with different departments and ensuring that all activities run smoothly.

Key Responsibilities

• Manage the President’s calendar, meetings, appointments, and scheduling priorities.
• Coordinate executive and leadership meetings, including preparing agendas, presentations, reports, and meeting minutes.
• Follow up on action items, deadlines, and tasks to ensure timely completion.
• Plan and coordinate university events, ceremonies, workshops, VIP visits, and institutional activities.
• Coordinate event logistics, including venues, catering, audiovisual equipment, guest services, and on-site arrangements.
• Work closely with university departments, vendors, executives, staff, and external guests to ensure smooth coordination.
• Support Board of Trustees and senior leadership meetings and maintain related documentation.
• Prepare, organize, and maintain confidential records, reports, approvals, and other administrative documents.
• Manage digital files and documents using SharePoint and other systems.
• Assist with event budgets, vendor quotations, purchasing, and expense tracking.
• Ensure administrative and financial activities follow university policies and procedures.
• Provide day-to-day administrative and operational support to the President’s Office.

Qualifications & Experience

• Bachelor’s degree in Business Administration, Event Management, Hospitality, Education Administration, or a related field.
• Master’s Degree in Business Administration, Event Management, Hospitality, Education Administration, or a related field is preferred.
• English and Arabic Proficiency is required.
• Minimum 5 years of experience in executive administration, event management, or a similar role.
• Experience in a university, higher education, nonprofit, or institutional environment is preferred.
• Strong organizational, multitasking, time-management, and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Ability to handle confidential information professionally.
• Ability to work independently, manage multiple priorities, and meet tight deadlines.
• Ability to work effectively under pressure.
• Advanced knowledge of Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Strong knowledge of SharePoint and digital filing systems.
• Experience with project-management tools is an advantage.

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.