Executive Assistant to the Dean

Job Summary:

Key Responsibilities:

1. Executive Support

· Manage the Dean’s daily calendar, appointments, and meetings efficiently.

· Coordinate internal and external communications, ensuring timely and professional responses.

· Draft, edit, and proofread emails, letters, reports, meeting minutes, and institutional documents.

2. Meeting & Event Coordination

· Organize leadership meetings, academic council sessions, and institutional events.

· Prepare agendas, circulate documents, record minutes, and track follow-up actions.

· Handle logistics for workshops, delegations, and official visits.

3. Academic & Institutional Liaison

· Act as a point of contact between the Dean and internal departments, faculty, and external stakeholders.

· Monitor institutional deadlines and submissions (e.g., accreditations, board reports).

· Support collaboration with national and international academic bodies.

4. Confidential Record Management

· Maintain organized, secure filing of confidential documents and correspondence (both digital and physical).

· Handle personnel, academic, and institutional records with utmost discretion.

5. Office Operations & Logistics

· Coordinate travel, accommodation, and local transport for the Dean.

· Manage reimbursements, expense reports, and vendor interactions as needed.

· Ensure smooth functioning of the Dean’s office, including procurement and logistical support.

6. Communication & Presentation Support

· Assist in drafting speeches, presentations, and briefing notes.

· Support preparation and design of official decks and institutional communication materials.

Undertake any other duties or responsibilities as may be assigned from time to time by the Dean

Qualifications & Skills

· Post Graduate degree in any discipline; additional qualification in Office Management or Secretarial Practice is an advantage.

· 10+ years of experience in executive support or administrative roles, preferably in academic or institutional environments.

· Exceptional written and verbal communication skills in English.

· Strong organisational skills with excellent attention to detail and ability to multitask.

· Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook); familiarity with Google Workspace is a plus.

· Proficiency is using AI tools

· High levels of discretion, integrity, and a service-oriented mindset.

· Ability to manage high-pressure situations and tight deadlines effectively.