Roles & Responsibilities:






The Executive Assistant (EA) is the Executive Dean’s key administrative partner, ensuring the smooth, efficient and professional operation of the Academy of Pharmacy. The post holder provides high level secretarial support, acts as a communication hub, coordinates institutional initiatives and offers proactive solutions that advance the Academy’s strategic goals.




1. Document Preparation & Correspondence





● Draft clear, concise and professionally formatted documents on the Dean’s behalf – e.g. achievement reports, memos, letters, announcements and presentations.
● Prepare periodic summary reports detailing academic, research and operational milestones.




2. Internal Coordination


● Serve as liaison between the Executive Dean and University units, facilitating seamless cross departmental collaboration.
● Monitor and coordinate day to day interactions among teaching, student support and research teams, resolving issues promptly.




3. External Relationship Management


● Help cultivate and sustain relationships with government agencies, partner universities, corporate collaborators and alumni groups.
● Triage and respond to external enquiries, ensuring timely, appropriate follow up.




4. Strategic & Solution Oriented Support


● Provide data driven recommendations on curriculum design, resource allocation, fundraising and development strategy.
● Contribute insights on capital investment and financial planning, drawing on higher education and industry best practice.




5. Meeting & Event Management


● Plan and execute Academy wide meetings, receptions and visits (agenda, invitations, logistics).
● Record accurate minutes, track action items and follow through to completion.




6. Ad hoc Projects


● Undertake additional assignments from the Executive Dean or line manager, adapting quickly to shifting priorities.





Qualifications:






Education





● Essential: Bachelor’s degree, preferably in education administration, business management, public relations or a related social science field.
● Desirable: Master’s degree or higher in a relevant discipline.




Experience





● Minimum 362years of progressive administrative experience, ideally within a university or research environment.
● Exposure to strategic planning, internal communications and stakeholder management.
● Corporate experience in operations or communications is a plus.





Required Competencies and Skills:






1. Technical Proficiency: Advanced MS62Office (Word, Excel, PowerPoint, Outlook); familiarity with CRM / project62tracking tools.

2. Bilingual Communication: Outstanding written and verbal skills in Chinese and English; able to draft polished documents and engage diverse stakeholders.

3. Organisation & Time Management: Able to prioritise multiple tasks, meet deadlines and maintain meticulous records.

4. Problem62Solving & Analysis: Strong critical62thinking skills; able to diagnose issues and devise practical solutions in a fast62paced setting.

5. Leadership & Teamwork: Takes initiative, can chair meetings or represent the Dean when required; fosters positive, collaborative relationships.

6. Professionalism & Discretion: Upholds the highest standards of conduct, confidentiality and ethical behaviour.




This job description outlines the primary duties and requirements of the post. Duties may evolve in line with the Academy’s strategic priorities.