Executive Assistant

1 day ago

Mangalore, Karnataka, India beBeeAdministrative Full time ₹ 5,00,000 - ₹ 9,00,000
Job Overview

The role of a Senior Associate involves providing administrative support to resident faculty and visiting faculty. This includes handling daily administrative tasks, ensuring a smooth functioning of the department and a good experience for the visiting faculty and resident faculty.

Responsibilities include assisting in classroom set up, office setup, visa arrangements for visiting faculty, and other logistical requirements. Additionally, the job holder will be responsible for supporting resident faculty, visiting faculty, and guest speakers with travel accommodations, food and beverage requirements, and other related activities.

  • Main Responsibilities:
  • Assist Visiting and Resident Faculty with all administrative-related work from 30% time
  • Support Resident Faculty, Visiting Faculty, Guest Speakers with Travel Accommodation, F&B Requirements from 30% time
  • Ensure Final Honorarium Payment Invoice for Visiting Faculty is completed within specified time and Ticket Settlements on BAZ from 15% time
  • Raise POs, Process Invoices for All Course Related Expenditures for Both Campuses from 15% time
  • Support in Departmental Activities: Stationery Procurement, BAZ, Graduation & Placement from 10% time
Key Accountabilities and Time Allocation

KRA - Administrative Support to All Visiting Faculty and Resident Faculty from Hyd and Course Material Compilation

  • KPIs:
  • Blocking Offices and Setting Up Before Arrival
  • Accommodation
  • Preparing Welcome Kits, Personalized Schedules, and Emergency Contact
  • Planning Trips Local and Outstation
  • IT Catalogues and Internet Connectivity
  • Preparing ID Card for Smooth Access to Campus
  • Name Templates and Door Templates
  • Cash Advance as Per Policy
  • Documents for FRRO for Visiting Faculty
  • Coordination with F&B and Housekeeping Staff for Requirements Between Classes
  • Coordinating with LRC on Required Readings/Materials for Course

Measure - Number of Faculty and Compilation of Error-Free Course Packs to Facilitate Student Learning

Weightage - 30%

KRA - Travel, Accommodation, and F&B Arrangements for Visiting and Resident, Guest Speakers

  • KPIs:
  • Flight Bookings Both International and Domestic
  • Hotel Bookings
  • Cab Booking Local and Outstation
  • Guest Speakers' Arrangement Flights, Cabs Accommodation
  • Booking Cabs for Pick-Up and Drop Both Local and Outstation
  • Details Sharing with Faculty via SMS and Emails
  • Follow-Ups with Cab Vendor

Measure - Timely Bookings, Timely Follow-Ups

Weightage - 30%

KRA - Final Invoice and Tickets Settlements

  • KPIs:
  • Final Invoices of All Visiting Faculty
  • Taking Signatures on Contract, Filling Bank Information Sheet, Tax Residency Certificates/PAN Cards, and Collecting All Receipts for Travel Reimbursements
  • SAP Entries
  • Records of Invoices
  • Maintaining Course-Wise Expense Sheet to Keep Track of Utilized Budget
  • Submission to Finance and Following Up for Payments
  • Settlement of Flight Tickets on Travel Portal and with Finance Team

Measure - Timely Submission of Payment Documents and Follow-Up with Faculty in Case of Any Delays in Receiving Required Documents

Weightage - 15%

KRA - Course-Related Seating Layouts and Exam

  • KPIs:
  • Course-Related Assistance (Venue Bookings, Procurement of Course Material, Gifts, and Rewards)
  • Compilation of Course Packs
  • Seating Layouts
  • Support During LEAD
  • Support in Paper Invigilation and Paper Viewing

Measure - Layouts, Once in Core and Twice in Elective

Weightage - 15%

KRA - Departmental Stationery Mementos and Other Activities

  • KPIs:
  • Procurement of Stationery
  • Maintaining Records
  • Dry Runs
  • SAP and BAZ Support
  • Mementos for Guest Speaker
  • Maintaining Records for Expense

Measure - As and When Required

Weightage - 10%

Any Other Significant Input - Good Communication and Interpersonal Skills

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