Executive Administrative Assistant

Job Description:

Position Overview:

The Executive Administrative Assistant is responsible for the strategic planning, management, and execution of all major university events. This role requires leadership in overseeing the full event lifecycle—from concept development to execution and post-event analysis. The Executive Administrative Assistant will work closely with the Executive Leadership team for Academic Affairs and coordinate with multiple internal and external stakeholders to ensure that events reflect the university’s standards, branding, and objectives.

In addition to leading event operations, the position requires strong skills in stakeholder engagement, team coordination, budget management, documentation, and compliance with university policies. The ideal candidate will demonstrate exceptional organizational ability, leadership, initiative, and proficiency in Microsoft Office Suite, including SharePoint and Excel.

Key Responsibilities:

Event Strategy & Planning

Develop strategic event plans in alignment with the university’s goals and priorities, ensuring full compliance with internal policies, safety standards, and facility regulations.

Collaborate with the Executive Director in defining event objectives, scope, and success metrics for major institutional events.

Establish event workflows and timelines, ensuring adherence to university deadlines and Standard Operating Procedures (SOPs).

Lead planning committees and serve as the primary liaison for high-profile university events.

Leadership & Stakeholder Engagement

Act as the principal coordinator for university-wide event planning, ensuring effective communication with internal departments including IT, Security, Facilities, Marketing, and Academic Affairs.

Foster strong collaborative relationships with academic and administrative leadership to support departmental event needs.

Provide leadership in cross-departmental coordination, ensuring all stakeholders are aligned on event execution and outcomes.

Event Logistics Management

Oversee the operational execution of events, including logistics, scheduling, AV and IT setup, venue readiness, and guest services.

Manage external vendor relationships, including negotiating contracts, securing quotations, and ensuring alignment with university procurement policies.

Conduct site visits, inspections, and preparation walkthroughs to ensure operational readiness.

Documentation, Reporting & Evaluation

Maintain comprehensive records for each event, including approvals, vendor agreements, communications, and logistics plans.

Prepare post-event reports and evaluations, providing recommendations for process improvements.

Ensure consistent updates of critical records such as vendor directories, event templates, and planning resources to support organizational continuity.

Financial & Administrative Oversight

Assist the Executive Director with budget planning for major events and monitor event-related expenses to ensure alignment with approved budgets.

Oversee submission of event-related documentation for approvals and procurements, ensuring compliance with university financial policies.

Provide administrative leadership for the University Events Office, including scheduling, document preparation, and workflow tracking.

Qualifications:

Bachelor’s degree required; a degree in Event Management, Hospitality, Business Administration, or a related field is preferred.

Minimum 3–5 years of progressive experience in event management, preferably within a higher education or nonprofit environment.

Demonstrated ability to independently plan, coordinate, and execute complex events involving multiple stakeholders.

Strong leadership, interpersonal, and communication skills, with the ability to manage teams and navigate complex organizational structures.

Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint), and familiarity with platforms like SharePoint and Monday.com for project coordination.

Ability to perform under pressure, manage multiple projects concurrently, and meet deadlines.

Other Requirements:

Flexibility to work outside regular working hours, including evenings and weekends, particularly during peak event periods.

Availability to travel within Kuwait for site visits, partner meetings, and other event-related activities; a valid driver’s license is required.