Business Support Officer

Support day-to-day business and project management activities by providing administrative duties, including but not limited to: scheduling appointments, organizing and printing email attachments, scanning, developing physical and digital files, virtual filing cabinets, etc.

Represent the office as a liaison and focal point to HBKU president's office, Qatar campuses, strategic partners, and all other relevant internal and external constituents and stakeholders to provide a clear and direct line of communication.

Update and maintain a database of all internal and external stakeholders' contact information to enable business relationship continuity and ease of communication.

Facilitate all communications, including answering calls, reviewing, assessing, preparing briefs, and responding to emails addressed to the supervisor.

Assist in planning relevant office events such as information sessions, presentations, and workshops; distribute information, draft agendas, and organize and facilitate high-level meetings in coordination with HBKU Communications, ensuring no duplication of efforts.

Coordinate and prepare internal and external meetings; prepare and distribute minutes of meetings, keep records and documents of meeting decisions, and track agreed actions and decisions.

Develop monitoring templates and follow up with supervisor's direct reports on action and assignment deadlines and documentation; provide periodic reports on assignment progress and status of special projects/deadlines.

Ensure that staff remain current on business initiatives and that directives that affect their work are carried out.

File, archive, and retrieve organizational, administrative, and financial documents and reports.

Collect and compile data regarding the office's programs and projects that could be presented to the public and relevant communities/audiences; prepare and deliver presentations using this data to the management.

Support budget preparation and review, including obtaining approvals and ensuring it is well implemented and controlled to achieve the office's objectives.

Support the preparation of the office's annual business plan.

Other reasonable tasks as assigned by the supervisor.