Executive Assistant to Associate Provost for Sponsored Programs

About the role

The Executive Assistant will provide high‑level operational and administrative support to the Associate Provost for Sponsored Programs. This position ensures smooth office functioning, manages budgeting and reporting, and coordinates events and sponsor interactions to help achieve the office’s strategic goals.

Key responsibilities

• Supervise administrative staff and oversee daily office activities, ensuring compliance with institutional policies.
• Maintain electronic archiving systems, manage data integrity, and keep the department website up to date.
• Develop, monitor, and reconcile the annual departmental budget, petty cash, and grant receivables; track weekly expenses and expedite fund collection.
• Track and expedite proposal and award workflows using COEUS software, resolving bottlenecks and ensuring timely submissions.
• Generate award closure reports, sponsor tracking lists, and coordinate institutional surveys in partnership with SMIE.
• Plan and execute office events, logistics, and VIP sponsor visits, fostering strong stakeholder engagement.
• Perform additional duties as assigned.

Required profile

• University degree (field relevant to the department is a plus).
• Minimum eight years of administrative and operational experience, preferably in academia.
• Excellent written and verbal communication in English and Arabic.
• Strong leadership, organizational, and multitasking abilities.

Required skills

• SAP operations
• COEUS software
• Database tracking tools

What we offer

• Opportunity to work closely with senior university leadership.
• Engagement with high‑profile research sponsors and funding agencies.
• Professional development within a dynamic academic environment.