PURPOSE OF POSITION: To deliver full administrative and secretarial support to the Dean, ensuring the seamless and efficient operation of the Dean’s office. As the primary liaison between the Dean and internal/external stakeholders, the Personal Assistant (PA) manages communications, schedules, and special projects with professionalism and efficiency.

ESSENTIAL DUTIES/KEY JOB ROLES AND RESPONSIBILITIES. These include but are not limited to the following:

• Manage the Dean’s daily schedule, including appointments, meetings, travel arrangements, and other engagements.
• Prepare documents, reports, presentations, and correspondences for the Dean.
• Handle incoming calls, emails, and mail, and respond on behalf of the Dean when appropriate.
• Maintain and update the filing system (both electronic and paper-based) for the Dean’s office.
• Schedule, organise, and coordinate meetings and conferences, including preparing agendas, minutes, and documentation.
• Ensure the Dean is well-prepared for meetings with background research and briefings.
• Serve as the first point of contact for all matters related to the Dean, ensuring effective communication between the Dean’s office and internal/external stakeholders.
• Draft, proofread, and edit correspondences and communications on behalf of the Dean.
• Handle sensitive and confidential information with discretion.
• Manage the Dean’s travel plans, including flight bookings, accommodation, visa processing, and itineraries
• Oversee the smooth operation of the Dean’s office by managing supplies, equipment, and ensuring a professional work environment.
• Coordinate office maintenance and liaise with service providers when necessary.
• Manage the school’s monthly breakfast club meetings while ensuring adequate administrative and secretarial support
• Maintain a database of contacts and be innovative in the use of contact information.
• Take notes, minutes, dictations and summaries for meetings
• Conduct background research and present findings
• Manage adhoc and specific projects as assigned by the Dean.

COMPETENCIES REQUIRED

• Excellent organisational and time-management skills.
• Strong written and verbal communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• High level of professionalism, confidentiality, and discretion.
• Strong interpersonal skills and the ability to work with diverse teams.
• Ability to multitask, prioritise, and work under pressure.
• Attention to detail and problem-solving skills.
• Knowledge of office management systems and procedures.

KEY PERFORMANCE INDICATORS

• Feedback from internal and external Customers
• Reliability and accessibility to information provided to the Dean.
• Excellent prioritising of the executive’s daily activities
• Accuracy in information to Breakfast Club contacts
• Efficient management of Dean’s travel plans

QUALIFICATIONS 

A bachelor’s degree in Business Administration, Secretarial Studies, or a related field.

EXPERIENCE

Minimum of 3-5 years of experience in a similar role, preferably in an academic or corporate environment.

SALARY GRADE

Administrative