30/11/2022
Call for applications for the post of Executive Assistant to Research Director.
Applications are invited from interested candidates with BA, BBA, MA, or equivalent degrees with good language and communication skills in English and computer literacy. Knowledge of accounting is desirable.
Interested candidates may apply by filling out the google form.
https://forms.gle/UhBer2G2NFmx64fu5
JOB TITLE
Executive Assistant to Research Director, Amrita School of Ayurveda
JOB DESCRIPTION
Summary of job
Provide full administrative and secretarial support at a senior level to the Director to ensure the smooth management of his day-to-day affairs and the most effective use of his time. Handle sensitive and complex issues professionally and objectively. Take the initiative as appropriate, especially in the Director’s absence.
Main responsibilities
Manage Director’s electronic diary, assessing the priority of appointments and reallocation as necessary.
Manage Director’s travel arrangements (including visas/accommodation).
Process the Director’s correspondence, ensuring that incoming correspondence is dealt
with by the Director/or on behalf of the Director or other staff as appropriate.
Maintain Director’s office systems, including data management and filing.
Maintain records of the Director’s contacts.
Screen calls, inquiries, and requests and deal with them when appropriate.
Assist Director in researching and following up with the action on matters which fall within
the Director’s responsibility – chasing responses and triggering follow-up action.
Produce documents, briefing papers, reports, and presentations for the Director.
Organize meetings and ensure that Director is well prepared for those meetings,
preparing agendas, pre-meeting briefings, and meeting papers.
Manage arrangements for meetings, including production/distribution of agendas and papers.
Assist/support the Director in arranging funding partners and other events.
Meet and greet visitors at all levels of seniority.
Supervise all official incoming/outgoing mail.
Any other duties as may reasonably be required by the Director.
Person specification
Educated to degree level or equivalent.
Experienced Personal Assistant at the senior management level.
Experience with electronic diary management.
Experience working in a Higher Education Environment.
Exceptional interpersonal and communication skills to enable professional interaction
with a wide range of contacts, both internal and external to the University.
Ability to organize and plan own work.
Excellent attention to detail, with the ability to maintain a high level of accuracy.
A flexible, proactive approach to work, including the ability to prioritize and re-prioritize.
Ability to work on own initiative.
Ability to deal with sensitive information with discretion and to maintain confidentiality.
Excellent IT skills, including a working knowledge of presentation software packages,
preferably Microsoft Office Word, Excel, and PowerPoint.
