Executive Assistant – Office of Senior Executive Leadership members

3 weeks ago

Ahmedabad, Gujarat, India MICA | The School of Ideas Full time
Job Description

Job Title: Executive Assistant Office of Senior Executive Leadership members

Job Summary:

We are seeking a professional and proactive Executive Assistant to provide high-quality secretarial and administrative support to senior leadership team members at MICA. This role is pivotal in ensuring smooth daily operations, managing communication, and coordinating academic, institutional, and external engagements with precision and confidentiality.

Key Responsibilities:

Executive Support

- Manage the daily calendar, appointments, and meetings of the senior leader.

- Coordinate internal and external communications, ensuring timely responses and professional tone.

- Prepare, format, and proofread emails, letters, reports, meeting minutes, and policy documents.

Meeting & Event Coordination

- Organize leadership team meetings, academic council gatherings, and institutional events.

- Prepare agendas, circulate documents, record minutes, and follow up on action items.

- Manage logistics for workshops, delegations, and official visits.

Academic & Institutional Liaison

- Serve as a liaison between the senior leader and internal departments, faculty, and external stakeholders.

- Track important institutional deadlines and submissions (e.g., accreditations, board reports).

- Support coordination with national and international academic bodies.

Confidential Record Management

- Maintain organized, secure filing (digital and physical) of confidential documents and official correspondence

- Handle personnel and academic records with discretion.

Office Operations & Logistics

- Arrange travel, accommodation, and local transport for the senior leader.

- Manage reimbursements, expense reports, and vendor coordination where required.

- Ensure the smooth running of the executive office, including procurement and basic logistics.

Communication & Presentation Support

- Assist in drafting speeches, presentations, and briefings.

- Design or support preparation of official decks and institutional communication materials.

Qualifications & Skills:

- Graduate degree in any discipline. Additional qualification in Office Management/Secretarial Practice is a plus.

- 5+ years of experience in executive support or secretarial roles, preferably in academic or institutional settings.

- Excellent written and verbal communication skills in English.

- Strong organizational skills with attention to detail and the ability to multitask.

- Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook); familiarity with Google Workspace is a plus.

- Discretion, integrity, and a service-oriented mindset.

- Ability to handle high-pressure situations and tight deadlines with poise.

Work Conditions:

Full-time, based on-site at MICA. Occasional extended hours or weekend work may be required .

Compensation:

Commensurate with qualifications and experience. Includes benefits as per institutional norms.

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