Executive Assistant

Roles and responsibilities

• Provides assistance to the Dean and coordinates meetings, agendas, report compiling, travelling arrangements and any other administrative tasks.

• Prepares a to do list based on importance and urgency of matters to be addressed.

• Assists with preparation of PowerPoint and other presentations by the Dean.

• Reminds and supports the Dean in tasks prioritization and meeting scheduling.

• Raises requisitions on the system and follow up with procurement on delivery of purchased items.

• Manages business travel arrangements for professional development purposes.

• Follows up on expense reports related to the Dean’s Business travels and helps other faculty members in the college, as requested by the Dean.

• Helps orient new faculty with office space and college space plan.

• Files documents and correspondence appropriately, in both the electronic and other forms.

• Assists the Dean’s office with obtaining any required data, information, course files, or accreditation documents.

• Reviews all incoming correspondence in all forms, electronic and others, before forwarding to the Dean.

• Attends phone, virtual and ‘in-person’ calls for the Dean and screening them before forwarding to the Dean.

• Undertakes any other tasks requested by the Dean in relation to the College of Business and University needs.

Student and College level support

• Relays reports and proposals from the students and faculty to improve procedures to the Dean.

• Liaises with students from external institutions, Admissions, Registration, Finance and Student Affairs with regards to student exchange in College of Business.

• Manages student complaints by directing their complaints to the right person.

• Oversees the day-to-day operations of the College of Business.

• Provides support for a range of projects, initiatives and working groups across the College of Business.

• Researches and benchmarks of academic programs to facilitate in the design of new degree programs in College of Business.

• Coordinates with College Advisory Board Members in gathering requisite information for degree programs required by the industry and job opportunities for College of Business graduates.

Desired candidate profile

To be considered for the Executive Assistant position, candidates must meet a set of essential qualifications and experiences that align with the demands of a dynamic executive environment. The primary educational requirement is a Bachelor’s Degree, which provides a solid foundation in organizational skills and critical thinking. While not mandatory, a Master’s degree is desirable and may enhance a candidate's competitive edge, reflecting a deeper understanding of complex administrative functions and higher-level strategic thinking.

A minimum of three years of relevant experience is necessary, ideally in an administrative role that encompasses duties as an executive assistant. Experience within a university or corporate context is particularly valuable, as it exposes candidates to the specific challenges and nuances of these environments. This background equips candidates with the ability to navigate diverse organizational structures and understand the unique demands placed on senior executives.