Executive Assistant to the Dean

5 days ago

Pune, India MIT World Peace University Full time

About the Role

We are searching for an enthusiastic and highly organized individual to join our team as the

Executive Assistant (EA) to the Dean- Life Transformation Center at MIT World Peace University (MIT-

WPU). In this multifaceted role, you will provide exceptional administrative support to the

Dean- Life Transformation Center.

2. Job Profile

• The Executive Assistant provides executive support in a one-on-one working relationship.

• The Executive Assistant serves as the primary point of contact for all internal and external constituencies on all matters pertaining to the respective department / Office .

• You shall also serve as a liaison to the senior management teams; organize and coordinate executive outreach and external relations efforts; and oversee special projects.

• The Executive Assistant will have the ability to work in a fast-paced environment and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

• Completes a broad variety of administrative tasks for the HOD including managing an extremely active calendar of appointments; completing strategic reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for special projects. Plans, coordinates and ensures the HOD’s schedule is followed and respected.

• Communicates directly, and on behalf of the HOD, on matters related to the HOD’s programmatic initiatives.

• Research, prioritizes and follows up on incoming issues and concerns addressed to the HOD, including those of a sensitive or confidential nature.

• Determines appropriate course of action, referral, or response.

• Provides a bridge for smooth communication between the respective office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff. Works closely and effectively with the HOD to keep him/ her well informed of upcoming commitments and responsibilities, following up appropriately.

• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the HOD, some of which may have organizational impact.

• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the HOD ability to effectively lead the company.

• Prioritizes conflicting needs; handle matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.

• Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings

• Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings

• Facilitates cross-divisional coordination of travel and outreach plans

Skills and Abilities:

• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail

• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, management members, and external partners

• Excellent written and verbal communication skills

• Demonstrated proactive approaches to problem-solving with strong decision-making capability

• Emotional maturity

• Highly resourceful team player, with the ability to also be extremely effective independently

• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response

• Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment

• Forward-looking thinker, who actively seeks opportunities and proposes solutions.

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