Personal Secretary To the Dean

1. Administrative Support

• Managing Appointments and Calendar:
• Schedule and coordinate meetings, appointments, and events for the Dean offline and online.
• Ensure the Dean's calendar is updated and manage any conflicts in scheduling.
• Communication Management:
• Screen, prioritize, and manage incoming calls, emails, and correspondence.
• Draft, edit, and review letters, reports, and other documents as requested by the Dean.

2. Meeting and Event Coordination

• Meeting Preparation:
• Prepare agendas, take meeting minutes, and distribute them as required.
• Ensure all necessary materials and documents are prepared and are available for meetings.
• Event Planning:
• Assist in the organization and coordination of events, conferences, and seminars.
• Manage logistics, including venue booking, catering, and guest accommodations.

3. Information and Records Management

• Document Management:
• Maintain an organized filing system for electronic and hard copy documents.
• Ensure confidentiality and security of sensitive information.
• Data Handling:
• Compile and maintain data and reports required by the Dean for decision-making.
• Update and manage databases as required.
• Document Verification:
• Verify the authenticity and accuracy of documents submitted by students, faculty, and other stakeholders.
• Ensure that all verified documents are properly recorded and securely stored.

4. Student and Faculty Data Collection

• Students Data Collection:
• Gather and maintain student information and data.
• Ensure data accuracy and confidentiality.
• Faculty Data Collection:
• Collect and organize data on faculty activities, achievements, and credentials.
• Maintain updated records for reference and reporting.

5. Report Preparation and Analysis

• Preparing Reports:
• Extract and compile data from iCloud and other databases to prepare reports.
• Ensure reports are accurate, comprehensive, and submitted on time.
• Data Analysis:
• Analyze data to identify trends, insights, and areas for improvement.
• Present analysis findings to the Dean to support informed decision-making.
• Issue of Letters:
• Draft and issue official letters, memos, and notices as required.
• Maintain a log of all issued letters for record-keeping.

6. Office Management

• Supplies and Equipment:
• Monitor and manage office supplies inventory and order as needed.
• Ensure office equipment is properly maintained and functioning.
• Vendor and Service Coordination:
• Liaise with vendors and service providers for office-related needs and maintenance.
• Infrastructure and Cleanliness Monitoring:
• Regularly assess and report on the state of infrastructure.
• Ensure that the school premises is clean, organized, and conducive to productivity.

7. Travel Coordination

• Travel Arrangements:
• Plan and coordinate travel itineraries
• Prepare and process travel expense reports and reimbursements.

8. Special Projects

• Project Assistance:
• Assist the Dean with special projects and initiatives as required.
• Conduct research and gather information to support project goals.

9. Relationship Management

• Stakeholder Interaction:
• Serve as a point of contact between the Dean and internal/external stakeholders.
• Build and maintain positive relationships with faculty, staff, students, and external partners.

10. Guest Coordination and Hospitality

• Guest Management:
• Coordinate logistics for guests, including travel, accommodations, and itineraries.
• Ensure a positive experience for guests through effective communication and support.
• Hospitality Services:
• Arrange hospitality for meetings and events, including catering and facility setup.
• Manage welcome protocols and ensure guests are well-received and attended to.

11. Assist the Dean in All Matters

• Comprehensive Support:
• Provide support to the Dean in all aspects of their role, including academic, administrative, and personal tasks.
• Anticipate the needs of the Dean and proactively address them.

12. Attending to Requirements of Faculty and Students

• Faculty Support:
• Address and assist with the administrative and logistical needs of faculty.
• Facilitate communication and support between faculty and the Dean.
• Student Support:
• Attend to student inquiries and requirements, ensuring prompt and efficient handling.
• Serve as a liaison between students and the Dean's office for academic and administrative issues.

13. Professional Development

• Continuous Improvement:
• Stay updated with industry best practices and tools for office management and administrative support.
• Participate in relevant training and professional development opportunities.