Job Title: Executive Assistant
Hiring Organization: Aga
Khan University
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Education
Job Type: Full
Time
Salary:
Date Posted: 05/11/2024
Established
in 2004, the Aga Khan University Medical College in East Africa seeks to
provide high quality education for health professional leaders who will then go
on to become reputable specialists generating a positive and lasting impact in
the lives of their patients and in the communities they serve.
Our goal is to produce health professional leaders through our unique training programmes, building strong research programmes, supporting best practice in the delivery of health services, and contributing to the broader community through strategic partnerships regionally and globally.
We aspire
to build for the youth of East Africa, a medical college of international
quality, providing them with the opportunity to get the best health
professional education that is relevant and has impact across East Africa, and
indeed, in the world.
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.