Administrative Assistant

Location: Beirut, Lebanon – American University of Beirut
Appointment: Full-time
Contract: Contractual appointment, renewable subject to satisfactory performance
Salary Range: $1,000 – $1,200 USD per month

The Administrative Assistant will provide comprehensive administrative, scheduling and logistical support to the Director of the Conflict Medicine Program at the Global Health Institute at the American University of Beirut and the Holder of the Chair of Conflict Medicine across his academic, clinical and professional responsibilities.

Professor Ghassan Abu-Sittah holds multiple roles at the American University of Beirut (AUB), including Director of the Conflict Medicine Program at the Global Health Institute, Holder of the Chair of Conflict Medicine, and Vice Chair of Global Surgery at the Faculty of Medicine. He is co-founder of the Ghassan Abu-Sittah Children’s Fund (GASCF) and Lord Rector of the University of Glasgow.

The Administrative Assistant serves as the central administrative coordination point across these responsibilities, managing his schedule, correspondence, travel and professional engagements and coordinating with relevant institutional teams and external partners.

Key Responsibilities

Scheduling, Correspondence and Coordination

• Manage calendar across academic, clinical and professional commitments, ensuring effective scheduling and timely follow-up.
• Manage email accounts, reviewing and actioning incoming requests and referring programmatic or institutional matters to the appropriate focal points.
• Manage routine correspondence on Professor Abu-Sittah’s behalf, flag urgent matters and serve as an administrative liaison with relevant internal and external stakeholders.
• Maintain and circulate his travel and availability schedule and liaise with relevant internal and external stakeholders on scheduling and administrative matters.

Travel, Conferences, Events and Clinical Coordination

• Coordinate travel and logistics for conferences, meetings and other professional engagements, including preparation of itineraries as required.
• Manage Professor Abu-Sittah’s clinical schedule and coordinate any changes with relevant clinical and administrative teams.
• Coordinate logistical and administrative requirements for meetings, events, delegation visits, media interviews and other external professional engagements.

Records, Documentation and Reporting

• Maintain accurate records of Professor Abu-Sittah’s publications, conferences, public engagements and other professional activities and outputs.
• Maintain an organized and up-to-date repository of key professional and administrative records, documents and materials.
• Prepare and format routine documents, presentations and meeting materials, and record actions or decisions where required.
• Compile information required for institutional reporting.
• Maintain and follow up on agreements, contracts, IRB documentation and other documents requiring Professor Abu-Sittah’s review, completion, signature or submission.

Institutional and Administrative Support

• Prepare, track and follow up on relevant administrative and financial processes, including requisitions, purchase orders, advances, expenses and invoices.
• Track institutional requirements and deadlines, including mandatory trainings, certifications and reporting requirements.
• Maintain systems for tracking outstanding actions and ensuring timely follow-up.

Qualifications and Experience

• Bachelor’s degree in business administration, management, communications or a relevant field.
• Relevant experience in executive assistance, administration or coordination, preferably supporting a senior academic, clinician or executive.
• Excellent organizational and follow-up skills, with the ability to manage multiple competing priorities.
• Excellent written and verbal communication skills in English and Arabic.
• Strong proficiency in Outlook, Microsoft Office, shared drives and virtual meeting platforms.
• High level of discretion and ability to handle confidential information appropriately.
• Strong attention to detail, initiative and ability to anticipate needs and adapt to changing priorities.
• Experience within a university, hospital or similarly complex organization is an advantage.

About GHI

Established in 2017, the Global Health Institute (GHI) at the American University of Beirut (AUB) addresses global health challenges affecting the Global South generally and the Middle East and North Africa (MENA) region specifically, through an interdisciplinary approach that combines research, capacity building, policy engagement, and community outreach. Through its three divisions – GHI Programs, GHI Academy, and GHI ASSIST, the Institute advances contextually relevant, sustainable solutions while strengthening local and regional capacity and bringing the region’s perspectives into the global health dialogue.

How to Apply

Please fill the form by November 08, 2026. The successful candidate will be based at the Global Health Institute offices in Beirut and will be required to start immediately after the time of acceptance or within a specific period agreed upon with the management team. The selected candidate will be reporting directly to the Initiative Manager.

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Additional Comments

All staff are expected to adhere to AUB’s policies and procedures. This job description reflects the core activities of the role. There will inevitably be changes in the emphasis of duties. It is expected that the hired person recognizes this and adopts a flexible approach to work and be willing to adapt to changes accordingly.