Our client is looking for an Executive Assistant to Head of Faculty. 

If you are a high-spirited individual passionate about your work, this is the right opportunity for you.

The ideal candidate will need to have the following qualities and experience:

• Degree in any discipline
• Exceptionally meticulous in organisation and documentation with high level of attention for detail
• Good track record as supporting role ideally in the Higher Education sector
• Multi-tasking to meet targets concurrently for the different divisions
• Takes responsibility in all tasks assigned and strive to achieve beyond expectations
• Proactive and take initiatives; Pre-empt issues and provide alternatives/solutions to enhance greater work efficiency
• Excellent writing, interpersonal and communication skills.
• Excellent communication skills; and able to liaise with Mandarin speaking associates)
• Enthusiasm in interacting with people of different levels and nationalities
• Independent, adaptable, self-motivated and resourceful.
• Must be an excellent team player with good people skills and reliable to work independently

 

The roles and responsibilities of this role include:

• Assist Head of Faculty offices in daily operational work such as maintaining both Head of Faculty’s role-based email accounts
• Assist HOF in scheduling of appointments, meetings and multiple school events
• Correspond with faculties for contract renewals and preparation of documents for Reappointment Committee Meetings
• Management of calendar for both HODs and screening of internal/external phone calls
• Provide extensive support to HOF during faculty performance appraisal exercise involving all faculties in both divisions (which includes dossiers compilation, systemic filing and documentation, statistical data and review summary, scheduling of individual performance feedback session etc.)
• Manage incoming and outgoing correspondences for HOF offices
• Administrative support for overseas conferences and travels (flight booking, accommodation, logistics matters, travel/expense claims etc.)
• Organise and maintain divisional files for efficient tracking and easy reference of divisional businesses
• Sourcing of conference / dinning venues and event management of collaborative seminars and conferences
• Building good rapport with both local and overseas invited seminar speakers to provide support for their seminar presentation and assist with arrangement of guests’ flight itinerary, accommodation & reimbursement claims
• Streamline processes involving annual faculty performance appraisal exercise
• Collate dossiers and preparation of recommendation summary for reappointment of school faculties and adjunct faculties
• Ensure that contracts of school faculties and research staff are promptly renewed
• Participate in recruitment and scheduling of interview sessions for potential faculty candidates
• Fine tune and collate proposals for new research grants submissions, updating progress reports and quarterly reimbursement claims
• Ad-hoc administrative support for senior managers of the faculty

An exciting career awaits the right candidate! Click “Quick Apply” to register your interest now.

All applicants’ CV will be treated with the strictest confidentiality. We regret to inform that only shortlisted candidates will be contacted.