Executive Coordinator

Purpose of the Position

To provide high-level executive, operational, and strategic coordination support to the Dean of Academics by ensuring the efficient functioning of the Dean's Office through executive office management, stakeholder coordination, governance support, analytical reporting, executive communications, and institutional planning.

The role serves as the central coordination hub for the Dean's Office, enabling effective decision-making by managing executive priorities, monitoring institutional commitments, preparing reports and executive dashboards, coordinating governance meetings, overseeing communications, and ensuring timely execution of strategic initiatives across academic and administrative functions.

Key Responsibilities

Executive Office & Schedule Management

·       Manage the Dean's executive calendar, appointments, meetings, travel schedules, and official engagements while ensuring optimal prioritization of commitments.

·       Coordinate institutional events, academic ceremonies, leadership meetings, workshops, conferences, faculty interactions, and external visits involving the Dean.

·       Plan annual schedules and maintain an integrated calendar of key academic and administrative milestones.

Executive Communications

·       Draft and review official correspondence, letters, invitations, recommendations, circulars, meeting communications, and executive emails on behalf of the Dean.

·       Prepare executive briefs, talking points, background notes, speeches, and presentations.

Governance & Meeting Management

·       Develop meeting agendas in consultation with the Head – Academic Operations and the Dean.

·       Coordinate governance meetings, prepare agenda notes, circulate papers, record minutes, maintain decision registers, and track action items.

Reporting, Analytics & Decision Support

·       Prepare executive dashboards, MIS reports, analytical reports, and performance metrics.

·       Consolidate, validate, and analyse institutional data to support decision-making.

·       Track KPIs, milestones, risks, and generate periodic reports.

Stakeholder & Project Coordination

·       Coordinate with Schools and administrative offices to execute institutional priorities.

·       Monitor cross-functional projects and ensure timely closure.

Administrative & Office Operations

·       Oversee day-to-day operations of the Dean's Office.

·       Coordinate procurement, logistics, and maintain confidential records.

Event & Protocol Management

·       Coordinate protocol arrangements and logistics for visitors, accreditation teams, and institutional events.

Confidentiality & Professional Conduct

·       Handle confidential academic, administrative, financial, personnel, and student information with discretion.

Key Skills

·       Executive office management and coordination

·       Organizational planning and prioritization

·       Stakeholder management

·       Analytical reporting and dashboard preparation

·       Executive correspondence and presentation development

·       Project management and follow-up

·       Advanced Excel, PowerPoint, and Word

·       Professionalism, confidentiality, and attention to detail