Roles & Responsibilities:
Job Overview
This role provides key administrative support, acting as Executive Assistant
to the School Dean reporting directly to the Dean on a day-to-day basis. Based
within the school academic administration team the post’s direct reporting line
is to the School Manager, who oversees professional support services within the
School.
This role holder acts as a key point of contact for the School Dean for both
internal and external stakeholders, and co-ordinates smooth administration
across various functions inside and outside of the University to support the
School Dean. The scope and influence of the role extends across all areas of
the University so the role-holder is expected to be able to work
collaboratively with all levels of academic and professional services staff,
demonstrating tact and diplomacy as well as a broad understanding of the roles
and functions of all University departments.
Roles & Responsibilities:
61 Acts as the first point of contact to the School Dean, providing
administrative and clerical support on a daily basis.
61 Acts as a gatekeeper to prioritise the Dean’s meetings, and if necessary,
tactfully re-direct people to more appropriate parts of the University.
61 Acts as Secretary to the Dean’s meetings and weekly School Senior
Management Team meeting, 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
61 Provides key information to various stakeholders, ensuring deadlines are
met and that there is effective communication between all stakeholders.
61 Manages specific projects that are relevant to the Deans’ remit and
assists on them.
61 Has a good knowledge of the Dean’s strategic goals and objectives, and
helps the Dean to achieve the goals and objectives.
61 Provides documentation collection and preparation support to the Dean,
drafts reports, speeches, prepares presentation slides and analysis for the
Dean as necessary.
61 Has a good awareness of confidentiality, and can carefully deal with
confidential matters.
61 Undertakes other projects and tasks as assigned by the School Manager.
Essential Qualifications and Skills:
61 Bachelor’s degree or equivalent professional qualification in business or
administration. MBA, Master’s degree in a business-related area is preferred.
61 Three years relevant experience.
61 Excellent written and oral communication skills in both English and
Chinese.
61 Ability to work with a diverse group of people including experience of
working with internal and external senior staff through application of
excellent interpersonal skills.
61 Experience of managing projects demonstrating excellent organisational
skills with the ability to prioritise a variety of tasks and optimise processes
to meet deadlines.
61 General knowledge of employment laws and practices.
61 Sound awareness of cultural diversity within an international environment.
61 Excellent MS Office Suite skills, in particular Word, Excel and
PowerPoint.
61 Proactive with an attention to detail.
61 Ability to work within a team.
Desirable Qualifications and Skills:
61 Knowledge of UK higher education system and issues associated with HE,
preferably in an international context.
61 Experience of working as an EA/PA to senior staff
61 Experience of data analysis
61 Experience of serving committee meetings.
61 Creative, detail-oriented, personally accountable, good communication &
organizational skills, with a good sense of the educational market.
61 Excellent interpersonal skills, innovative, idea-driven, goal-getting,
dynamic, self-motivated.
61 Detail-oriented and able to work under pressure and to tight deadlines.
61 Strong computer skills with the MS Office Suite including Word,
PowerPoint, Excel and Chinese word processing, skills in short video shooting
and production would be a plus.