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Personal Assistant to the Dean

2 months ago

Lagos, Lagos, Nigeria Lagos Business School Full time

REF - PA2024

PURPOSE OF POSITION:

To provide comprehensive administrative and secretarial support to the Dean, ensuring the smooth and efficient operation of the Dean's office. The Personal Assistant PA is the key point of contact between the Dean and internal/external stakeholders and manages communication, schedules, and special projects

ESSENTIAL DUTIES/KEY JOB ROLES AND RESPONSIBILITIES.

These include but not limited to the following:

  • Manage the Dean's daily schedule, including appointments, meetings, travel arrangements, and other engagements.
  • Prepare documents, reports, presentations, and correspondences for the Dean.
  • Handle incoming calls, emails, and mail, and respond on behalf of the Dean when appropriate.
  • Maintain and update the filing system both electronic and paper-based for the Dean's office.
  • Schedule, organise, and coordinate meetings and conferences, including preparing agendas, minutes, and documentation.
  • Ensure the Dean is well-prepared for meetings with background research and briefings.
  • Serve as the first point of contact for all matters related to the Dean, ensuring effective communication between the Dean's office and internal/external stakeholders.
  • Draft, proofread, and edit correspondences and communications on behalf of the Dean.
  • Handle sensitive and confidential information with discretion.
  • Manage the Dean's travel plans, including flight bookings, accommodation, visa processing, and itineraries
  • Oversee the smooth operation of the Dean's office by managing supplies, equipment, and ensuring a professional work environment.
  • Coordinate office maintenance and liaise with service providers when necessary.
  • Manage the school's monthly breakfast club meetings while ensuring adequate administrative and secretarial support
  • Maintain database of contacts and be innovative in the use of contact information.
  • Take notes, minutes, dictations and summaries for meetings
  • Conduct background research and present findings
  • Manage adhoc and specific projects as assigned by the Dean.

REQUIRED COMPETENCIES

  • Excellent organizational and time-management skills.
  • Strong written and verbal communication skills.
  • Proficient in Microsoft Office Suite Word, Excel, PowerPoint, Outlook.
  • High level of professionalism, confidentiality, and discretion.
  • Strong interpersonal skills and the ability to work with diverse teams.
  • Ability to multitask, prioritize, and work under pressure.
  • Attention to detail and problem-solving skills.
  • Knowledge of office management systems and procedures.

QUALIFICATIONS

  • A bachelor's degree in Business Administration, Secretarial Studies, or a related field.

EXPERIENCE

  • Minimum of 3-5 years of experience in a similar role, preferably in an academic or corporate environment.