Program Manager cum Executive Assistant

Roles & Responsibilities – Program Manager cum Executive Assistant

Program Coordination:

• Manage the Dean's calendar, schedule appointments, and coordinate meetings and events.
• Serve as the primary point of contact between the Dean's office and internal/external stakeholders.
• Coordinate with other departments and offices on behalf of the Dean.
• Handle incoming communications, including emails, phone calls, and official correspondence on behalf of the Dean.
• Coordinate travel arrangements for the Dean and Dean’s Guests, including booking flights and accommodations and preparing itineraries.
• Process travel-related expenses and ensure compliance with the university policies.
• Ensure smooth communication and collaboration among program professors, staff, and students.
• Handle sensitive and confidential information with discretion and maintain high confidentiality.

Event Planning and Execution:

• Work closely with academic departments to coordinate and execute various programs and initiatives led by the Dean.
• Assist in the planning and coordination of events hosted or attended by the Dean.
• Manage logistics, invitations, and follow-up tasks associated with events.
• Manage the special requirements of the Dean's guests, such as food restrictions, accommodation, and related logistics (especially for foreign guests).
• Create flow charts/SOPs for all of the above.

Data Management and Reporting:

• Maintain accurate and up-to-date records related to academic programs, student enrollment, and other relevant data.
• Compile and organize information for meetings, presentations, and reports.
• Draft, edit, and proofread official documents, letters, reports, and presentations on behalf of the Dean.

Student Support:

• Serve as a point of contact for students in the academic programs from the Dean's office.
• Address student inquiries, provide support, and facilitate communication between students and academic departments.

Collaboration with Faculty and Departments:

• Engage with external stakeholders, including industry partners, alumni, and community members, to support program initiatives and partnerships.
• Facilitate communication and collaboration among faculty members within the Dean's purview.
• Assist in the coordination of faculty meetings, workshops, and professional development activities.

Budget Management:

• Assist in preparing the budget for the School.
• Coordinate with the Finance department, keep a track of the budget and prepare a monthly report of it.

Key Skills

1. Minimum 6+ years of experience handling a similar role
2. Knowledge of Microsoft Office products and applications
3. Excellent command over written and spoken English

Other Specification

1. Professional individual who is always well-presented
2. Ability to multitask and prioritise tasks and execute them timely
3. Patience, determination and decisiveness
4. A logical and independent mind
5. Meticulous attention to detail and accuracy
6. Teamwork and interpersonal skills
7. Trustworthy and proactive individual
8. Professional discretion, intelligence and confidentiality