Job Description/Specification:
University of Doha for Science and Technology (UDST) is seeking a highly organized and proactive Administrative Assistant to provide comprehensive administrative, secretarial, and office support across the assigned department. This role is ideal for professionals with strong organizational, communication, and coordination skills who can efficiently manage daily office operations while supporting faculty, staff, students, and external stakeholders.
About UDST
The University of Doha for Science and Technology (UDST) is Qatar's first national applied university, offering bachelor's and master's degrees, diplomas, and professional certifications across Engineering Technology, Business Management, Computing, Health Sciences, and Continuing Education.
With over 800 employees, 8,000+ students, and 50+ academic programs, UDST is recognized for its industry-focused education, modern facilities, and commitment to supporting Qatar National Vision 2030 through applied learning and innovation.
About This Role
As an Administrative Assistant, you will serve as the central administrative support for the department by coordinating office activities, managing schedules, maintaining records, preparing reports and correspondence, organizing meetings, and providing front-office assistance when required.
The position requires exceptional attention to detail, strong communication skills, confidentiality, and the ability to manage multiple priorities in a fast-paced academic environment.
Key Responsibilities
Administrative & Office Support
- Provide comprehensive administrative and secretarial support to the assigned department.
- Act as the primary administrative contact between internal departments and external organizations.
- Support daily office operations and resolve administrative issues efficiently.
- Ensure compliance with UDST policies, procedures, values, and operational standards.
Calendar & Executive Support
- Manage calendars and appointment schedules.
- Coordinate meetings and daily activities.
- Arrange travel bookings and itineraries.
- Screen telephone calls and respond to inquiries professionally.
- Welcome and direct visitors.
- Handle administrative requests and office communications.
Meeting & Event Coordination
- Organize meetings, conferences, workshops, and special events.
- Schedule venues and coordinate attendance.
- Prepare meeting agendas and supporting documentation.
- Record meeting minutes and distribute action items.
- Follow up on decisions and outstanding tasks.
Documentation & Records Management
- Establish and maintain confidential filing systems.
- Update databases, records, and administrative documentation.
- Maintain office records while ensuring:
- Security
- Confidentiality
- Proper document retention
- Organize both electronic and physical files.
Correspondence & Report Preparation
- Draft, edit, and format:
- Letters
- Memorandums
- Reports
- Presentations
- Administrative correspondence
- Prepare technical, statistical, financial, and narrative reports.
- Review incoming and outgoing correspondence.
- Prepare responses on behalf of the department when appropriate.
Front Desk Support
- Provide reception coverage during:
- Meal breaks
- Staff absences
- Busy operational periods
- Answer telephone calls professionally.
- Assist visitors and students.
- Direct inquiries to appropriate departments.
Project & Department Support
- Assist in coordinating departmental projects.
- Support presentations and documentation.
- Provide administrative assistance to other administrative staff when required.
- Complete department-specific assignments.
- Support faculty, staff, and student activities.
Professional Development
- Participate in:
- Training programs
- Workshops
- Professional development sessions
- In-service meetings
- Stay updated with administrative best practices.
Minimum Requirements
Education
- Diploma in:
- Administration Management
- Business Administration
- Office Administration
- Related discipline
Experience
- Minimum 3 years of administrative support experience (preferred).
Language Requirements
- Fluent in spoken and written English.
- Fluent in spoken and written Arabic.
Technical Skills
- Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Calendar Management
- Office Administration
- Executive Support
- Document Management
- Records Management
- Data Entry
- Database Management
- Report Preparation
- Presentation Preparation
- Meeting Coordination
- Minute Taking
- Travel Coordination
- Correspondence Management
- Filing Systems
- Administrative Documentation
- Office Procedures
- Reception Management
Core Competencies
- Administrative Support
- Secretarial Skills
- Time Management
- Organization Skills
- Attention to Detail
- Communication Skills
- Business Correspondence
- Problem Solving
- Analytical Thinking
- Confidentiality
- Customer Service
- Professionalism
- Team Collaboration
- Multitasking
- Adaptability
- Initiative
- Planning & Coordination
- Stakeholder Management
- Service Excellence
Why Join UDST?
Joining UDST offers the opportunity to become part of Qatar's leading applied university, supporting an innovative academic environment focused on practical education, research, and national development. Employees benefit from a collaborative workplace, opportunities for professional growth, and the chance to contribute to developing the next generation of skilled professionals.