Executive Assistant at American University of Nigeria (AUN)

SUMMARY OF POSITION:

The Executive Assistant to the Vice President Campus Life and Dean of Student Affairs is charged with the responsibility of providing high-level administrative support services in accordance with AUN Policies and Procedures. He/she shall prepare statistical reports, handle information requests, and perform clerical functions which include but not limited to preparing correspondence, travels, receiving visitors, arranging conference calls, and scheduling meetings. The Executive Assistant shall also relieve the Dean of administrative detail by coordinating work flow within the different units/departments of the Student Affairs Division in line with the established processes and procedures.

DETAILED LISTING OF RESPONSIBILITIES:

• Arrange essential mail in an order of priority for the Dean of Student Affairs.
• Check deadlines on incoming requests and put preliminary work in play.
• Process replies on own initiative or from the Dean’s dictation or notes.
• Research, draft or abstract reports.
• Handle all inquiries professionally and confidentially.
• Arrange "call-backs" to protect the Dean’s time.
• Provide back-up materials for call-backs.
• Route calls elsewhere as needed.
• Do phone surveys/inquiries as needed.
• Maintain calendar; ascertain which events require the Dean’s attention
• Fix commitments to maximize the Dean’s time efficiency. 
• Prepare agenda for meetings in advance.
• Arrange meeting facilities.
• Act as recording secretary; prepare action minutes.
• As arranged, "rescue” the Dean from laggards.
• Schedule visits away from Dean area to protect priority/private tasks.
• Arrange travel cash in advance.
• Prepare itinerary, trip file and supplies.
• Prepare expense reports for the Dean.
• Complete expense reports after every official trip.
• Any other duties as assigned or delegated by the supervisor.

Requirements for the position: 

• A good first degree in any discipline from a recognized University
• A minimum of five (5) years post NYSC experience working as an Executive Assistant
• Experience of working in an academic environment is highly beneficial
• Should possess strong organizational and people skills
• Should possess Strong written and oral communications skills
• Should be proficient in the use of Information and Communications Technology tools and e-resources.

Other requirements, abilities for the position:

• Ability to develop a work schedule, set goals, creates / implements actions plans and monitor progress towards goals.
• Skill in developing and maintaining effective working relationships.
• Skill in typing/word processing and use of personal computer/software.
• Ability to maintain a high level of accuracy confidentiality.

Other requirements, abilities for the position:

• Ability to work collaboratively with faculty, administrators and other staff members; 
• Ability to make balanced judgments and decisions;
• Ability to work well with individuals from diverse backgrounds
• Strong organizational and planning skills.
• Attentive listening skills