Job Description

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Job Title: Management Assistant Officer (Strategic Initiatives and Operations)
Posting Start Date: 19/02/2025
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Meeting and Administrative Coordination:

• Manage and maintain the dynamic schedules of the Deputy Deans, ensuring efficient time management and prioritization of commitments.
• Organize and facilitate meetings, workshops, and seminars, including preparation of agendas, distribution of materials, minute-taking, and follow-up on action items to ensure progress and accountability.
• Assist in the logistical planning and execution of departmental events and functions hosted by the Deputy Deans.

Travel Planning and Expense Management:

• Coordinate detailed travel itineraries for the Deputy Deans, including booking flights, accommodations, and ground transportation, while accommodating last-minute changes.
• Oversee travel expense claims and reimbursement processes using the Concur system, ensuring compliance with university policies and prompt resolution of discrepancies.

Document Management:

• Develop and maintain comprehensive filing systems and databases, including the organization and e-filing of documents in SharePoint to ensure easy access and retrieval.
• Ensure that all electronic documentation is accurately labelled and categorized, adhering to university guidelines and best practices for digital record-keeping within SharePoint.

Operational and Event Support:

• Provide backup support to other personal assistants within the department during absences or high workload periods, ensuring uninterrupted administrative services.
• Contribute to the planning, coordination, and execution of departmental events and functions, ensuring all logistical aspects are managed effectively.
• Handle sensitive and confidential information with the utmost discretion, maintaining the highest standards of confidentiality and integrity.

Qualifications

• Diploma in office administration, business management, or a related field.
• Minimum 5 years of experience as a personal assistant or in a comparable administrative role, ideally within an academic or educational setting.
• Proficiency in travel planning and expense management, particularly with the Concur system.
• Exceptional organizational skills and the ability to multitask and prioritize effectively.
• Outstanding written and verbal communication skills with a keen eye for details and accuracy.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Demonstrated ability to work independently and collaboratively in a fast-paced, dynamic environment.
• Strong problem-solving skills and a proactive approach to identifying and addressing challenges.
• Excellent interpersonal skills, with the ability to build strong working relationships across diverse teams.
• Adaptability and flexibility to accommodate changing priorities and unforeseen challenges.