PA To Dean

Job Summary:

The Personal Assistant (PA) to the Dean provides high-level administrative and operational support, ensuring the efficient functioning of the Dean's office. This role involves managing complex schedules, coordinating communications, organizing meetings and events, and handling confidential information with discretion

Key Responsibilities:

1. Calendar and Schedule Management

• Maintain and coordinate the Dean's calendar, scheduling meetings, appointments.
• Prioritize and resolve scheduling conflicts, ensuring optimal time management.
• Coordinate logistics for meetings, including venue booking, agenda preparation etc.

2. Communication and Correspondence

• Handle incoming and outgoing communications on behalf of the Dean, including emails, phone calls, and written correspondence.
• Draft, proofread, and edit documents, reports, and presentations.
• To maintain professional relationships.

3. Administrative Support

• Organize and maintain confidential files and records, both electronic and physical.

4. Event and Meeting Coordination

• Plan and execute events hosted by the Dean's office, including seminars, conferences, and receptions.
• Coordinate logistics such as catering, audiovisual requirements, and guest accommodations.
• Prepare meeting agendas, take minutes, and ensure follow-up on action items.

5. Special Projects and Initiatives

• Support the Dean in strategic projects, including accreditation processes, faculty evaluations, and policy development.
• Conduct research and compile data to assist in decision-making.
• Collaborate with various departments to implement initiatives aligned with the Medical School's mission.
• Reports directly to the Dean of the Medical School.
• Collaborates with faculty, administrative staff, students, and external partners.

Acts as a liaison between the Dean and various institutional departments.

Qualifications:

Education:

• Masters degree in Business Administration, PGDM M, or a related field.

Preferred Candidate profile:

• Minimum of 3-5 years of experience in an executive administrative support role, preferably within an academic or healthcare setting.
• Must be aged between 28 to 32 years.
• Full-time position with standard office hours; occasional evening or weekend work may be required for events or deadlines.
• Fast-paced environment requiring the ability to manage multiple tasks simultaneously.

Skills:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with scheduling and project management tools.
• Excellent organizational and time-management abilities.
• Strong written and verbal communication skills.

Ability to handle sensitive information with confidentiality and discretion