Executive Assistant and Office Support Specialist

1 month ago

London, Greater London, United Kingdom Aga Khan University Full time
Job Summary

We are seeking an experienced Executive Assistant to provide administrative support to the Dean of the Institute for the Study of Muslim Civilisations at the Aga Khan University. The successful candidate will work closely with the Dean to coordinate and oversee the Dean's appointment schedule and inbox, as well as provide general administrative and secretarial support for committees and meetings organized by the Dean.

Key Responsibilities
  • Coordinate and oversee the Dean's appointment schedule and inbox.
  • Organize and take notes of meetings and provide general administrative and secretarial support for committees and meetings organized by the Dean.
  • Organize logistics for meetings, including paperwork, room bookings, refreshments, A/V requirements, and other arrangements as required by the Dean.
  • Coordinate with colleagues for information required to produce reports and papers for the Dean. Assist with collating information and drafting reports.
  • Act as the point person for the Dean's Office and be contactable on phone/email outside normal working hours, as required, to answer queries from university leadership and other senior colleagues from the Aga Khan Development Network.
  • Act as a filter for all visitors, enquiries, telephone calls, emails, and contacts with and to the office of the Dean.
  • Liaise with other departments within the Institute, the university, and related institutions on matters requiring the involvement of the Dean.
  • Provide administrative support to the Dean for completing faculty reviews and promotion procedures.
  • Complete finance processes and forms for the Dean's Office expenses, including the Dean's Office credit card reconciliation.
  • Organize and coordinate the Dean's travel arrangements, including flights, accommodation, local transport, and any other relevant logistics.
  • Maintain the electronic and paper files of the Dean's Office and Senior Management Team and ensure they are updated regularly.
  • Assist the Dean in developing social media content on topics relevant to the Institute.
  • Support the Dean with planning and coordination of events, courses, and conferences as required.
  • Provide administrative assistance and handle logistics for academic workshops, conferences, short-courses, Summer/Winter Programmes, and other academic activities as required by the Dean.
  • Liaise with internal and external speakers and academics, communicate relevant details, receive and organize presentations, papers, and other materials as required.
  • Secure room bookings, place orders for refreshments, coordinate arrangements with IT, facilities, and events teams.
  • Help with ushering visitors for workshops, conferences, and other academic activities.
  • Undertake any other work as required by the Dean to support academic activities and events.
Requirements

We are looking for a highly organized and proactive individual with excellent interpersonal and communication skills. The successful candidate will have prior experience in a similar role, preferably within Higher Education, and be able to work closely with the Dean under pressure and confidentially handle information and liaise with high-level contacts with utmost tact and discretion.

The ideal candidate will have a high level of written communication skills, including formal letters and concise and well-presented reports, and be proficient in using Microsoft Office (Outlook, Word, Excel, PowerPoint), the internet, and social media platforms.

They will also be able to work collaboratively with colleagues and provide support to multiple stakeholders, and have demonstrated time management and organizational skills with the ability to manage multiple tasks simultaneously and prioritize competing demands under pressure.

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