Role overview
This role provides key administrative support and acts as Executive Assistant
to School Deans. On a day-to-day basis, this role-holder reports to the
Executive Dean of AOA. This role is based with all the Administrators in the
Academy and line managed by Academy Manager. This role holder acts as a key
point of contact for School Deans for both internal and external stakeholders,
and co-ordinates smooth administration across various functions inside and
outside of University to support Dean of the Academy.
The scope and influence of the role extends across all areas of the Academy so
the role-holder is expected to be able to work collaboratively with academic
and professional services staff, demonstrating tact and diplomacy as well as
good broad understanding of the roles and functions of all University
departments.
Roles & Responsibilities
Acts as the first point of contact to Dean of AOA, providing administrative
and clerical support on a daily basis;
61 Acts as a gatekeeper to prioritize Dean’s meetings, and if necessary,
tactfully re-direct people to more appropriate parts of the University;
61 Acts as Secretary to Dean’s meetings, providing all support required,
including document collation and dissemination, preparation and circulation of
minutes and co-ordination of follow-up actions;
61 Provides translations when meeting with external officials and provide
advices on cultural and political issues;
61 Provides promotion materials for Dean’s events;
61 Provides key information to various stakeholders, and ensures deadlines
are met;
61 Manages specific projects that are relevant to Deans’ remit and assists
them;
61 Has a good knowledge of Deans’ strategic goals and objectives, and help
Deans achieve the goals and objectives;
61 Has a good awareness of confidentiality, and can carefully deal with
confidential matters;
61 Undertakes other projects and tasks as assigned by Academy Manager.
Qualifications
Educational Background:
Essential
61 First degree or equivalent in a relevant subject;
61 At least 3 years of relevant working experience.
Desirable
61 Postgraduate qualification
Experience
Essential
61 Experience of working with senior staff
61 Experience of managing projects
61 Experience of dealing with senior external stakeholders
Desirable
61 Experience of working in HE context, preferably in an international
environment
61 Experience of working as an EA/PA to senior staff
61 Experience of data analysis
61 Experience of serving committee meetings
Required Competencies and Skills
General and specialist knowledge
Essential
61 Sound awareness of cultural diversity within an international environment
Desirable
61 Knowledge of UK higher education system
61 Knowledge of issues associated with HE, preferably in an international
context.
Skills
Essential
61 Excellent written and oral communication skills in both English and
Chinese
61 Excellent organizational skill, and interpersonal skills
61 Attention to details
61 Ability to work with a group of people
61 Ability to prioritize a variety of tasks and meet deadlines
61 Excellent IT skills, including word, excel, ppt, outlook diary
61 Strong analytical and report-writing skills
61 Ability to exercise judgement in sufficient provision of administrative
support
Desirable
61 Ability to optimize procedures