Executive Assistant, Dean's Office, Medical College

Job Summary

The Executive Assistant provides a wide range of administrative services to support the Dean and within the Dean’s Office, Medical College East Africa. The Executive Assistant must be fully aware of the Dean’s schedule and priorities, including travel commitments and speaking engagements, be prepared to make rapid changes to arrangements, and alert the Dean to potential scheduling conflicts and priorities. The demands placed on the Dean are such that he relies on the Executive Assistant to carry out the duties of this position with little or no direction.

The Executive Assistant to the Dean handles complex situations as they arise, while maintaining utmost confidentiality of Faculty information and/or discussions. She/he provides administrative support to functions related to the annual performance review processes.

She/he liaises with i) the Senior Leadership of the University - President, Provost Offices etc., ii) Deans and Directors of entities, iii), Associate Deans, Department Chairs, iv) international visitors, government offices, and local communities. S/he represents the Dean to all visitors and employs appropriate protocol with dignitaries and international guests.

The role serves as secretary to some college-level committees such as Medical College Faculty Council (MCFC) and other committees chaired by the Dean.

Responsibilities

• Act as the first point of contact for Dean's meetings with senior members of the university, international visitors, government office, local community leaders and media representatives.
• Serve as a liaison between the Dean's office and other departments, faculty, staff, and external stakeholders, ensuring effective communication and coordination of activities.
• Maintain a record of the annual cycle of events related to the Dean's administrative position use this to plan well in advance for activities such as University appointments and promotions, attendance at leadership meetings, and the annual performance review cycle.
• Proactively schedule all meetings and appointments for the Dean whilst managing his calendar to include requirements for external activities.
  Manage all travel preparations for the Dean which include travel preferences, accommodation, transportation, phone packages, conference registrations, meeting schedules, prepare complete itinerary for travel and submit final travel claims for reimbursement.
• Facilitate research functions in the Dean’s Office and process any research and professional expense reimbursement for the Dean in compliance with University Policy.
• Troubleshoot any Information Communication Technology related challenges and other issues on behalf of the Dean and Dean's Office staff and coordinate technical support as required.
• Facilitate the Medical College Leadership Committee meetings and reports.
  Support large-scale events planned in the Dean’s Office.

Requirements

• Bachelor's degree from a reputable institution.
• Diploma in Secretarial and Administrative Studies an added advantage.
• Minimum of 6 years relevant experience in a busy set-up; experience working in a university set-up is an added advantage.
• Highly collaborative, service oriented and excellent customer service skills.
• Highest level of discretion and integrity and the ability to handle and maintain confidentiality.
• Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues.
• Ability and willingness to work as a member of a team, and to foster a team environment within the department and all levels of the campus community.