Roles & Responsibilities:
The Executive Assistant (EA) is the Executive Dean’s key administrative partner, ensuring the smooth, efficient professional operation of the Academy of Pharmacy. The post holder provides high level secretarial support, acts as a communication hub, coordinates institutional initiatives offers proactive solutions that advance the Academy’s strategic goals.
1. Document Preparation & Correspondence
● Draft clear, concise professionally formatted documents on the Dean’s behalf – e.g. achievement reports, memos, letters, announcements presentations.
● Prepare periodic summary reports detailing academic, research operational milestones.
2. Internal Coordination
● Serve as liaison between the Executive Dean University units, facilitating seamless cross departmental collaboration.
● Monitcoordinate day to day interactions among teaching, student support research teams, resolving issues promptly.
3. External Relationship Management
● Help cultivate sustain relationships with government agencies, partner universities, corporate collaborators alumni groups.
● Triage respond to external enquiries, ensuring timely, appropriate follow up.
4. Strategic & Solutioniented Support
● Provide data driven recommendations on curriculum design, resource allocation, fundraising development strategy.
● Contribute insights on capital investment financial planning, drawing on higher education industry best practice.
5. Meeting & Event Management
● Plan execute Academy wide meetings, receptions visits (agenda, invitations, logistics).
● Record accurate minutes, track action items follow through to completion.
6. Ad hoc Projects
● Undertake additional assignments from the Executive Dean line manager, adapting quickly to shifting priorities.
Qualifications:
Education
● Essential: Bachelor’s degree, preferably in education administration, business management, public relations a related social science field.
● Desirable: Master’s degree higher in a relevant discipline.
Experience
● Minimum 3 years of progressive administrative experience, ideally within a university research environment.
● Exposure to strategic planning, internal communications stakeholder management.
● Corporate experience in operations communications is a plus.
Required Competencies Skills:
1. Technical Proficiency: Advanced MS Office (Word, Excel, PowerPoint, Outlook); familiarity with CRM / project‑tracking tools.
2. Bilingual Communication: Outstanding written verbal skills in Chinese English; able to draft polished documents engage diverse stakeholders.
3.ganisation & Time Management: Able to prioritise multiple tasks, meet deadlines maintain meticulous records.
4. Problem‑Solving & Analysis: Strong critical‑thinking skills; able to diagnose issues devise practical solutions in a fast‑paced setting.
5. Leadership & Teamwork: Takes initiative, can chair meetings represent the Dean when required; fosters positive, collaborative relationships.
6. Professionalism & Discretion: Upholds the highest standards of conduct, confidentiality ethical behaviour.
This job description outlines the primary duties requirements of the post. Duties may evolve in line with the Academy’s strategic priorities.
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