Office Administrator & Executive Assistant _ Dean

Job Title: Office Administrator & Executive Assistant to the Dean

Reports to: Dean

Location: Gurgaon, Haryana
Experience: 2-4 years (preferred)
Employment Type: Full-Time/Hybrid

Salary - 3Lac -5Lac

Prerequisite: experience in branded / luxury hotels or airlines as preferred pre-requisite

Position Overview:
We are seeking a dynamic and detail-oriented Office Administrator & Executive Assistant to the Dean with a proven background in the travel or hospitality sector (preferably with experience in top hotels or airlines, but not from the hospitality industry itself). The ideal candidate will excel in managing executive schedules, vendor coordination, and ensuring seamless administrative operations. This role requires exceptional organizational skills, professionalism, and the ability to manage high-level responsibilities in a fast-paced environment. The candidate must demonstrate bold decision-making, adaptability, and an open mindset to thrive in a dynamic and evolving environment.

Key Responsibilities

1. Executive Support:

• Manage the Dean's calendar, appointments, and meetings with efficiency.
• Coordinate travel arrangements, accommodations, and itineraries.
• Prepare meeting agendas, minutes, and follow-ups.
• Handle confidential documents and communications with discretion.

2. Office Administration:

• Oversee day-to-day office operations to ensure a productive environment.
• Manage office supplies, facility maintenance, and vendor relationships.
• Streamline administrative procedures and improve workflow efficiency.

3. Vendor Management:

• Identify, negotiate, and manage vendor contracts and relationships.
• Ensure timely delivery and quality of vendor services.
• Track expenses and optimize vendor-related costs.

4. Event Coordination:

• Assist in planning and executing institutional events, meetings, and seminars.
• Liaise with internal teams and external partners for event logistics.

5. Communication Management:

• Serve as a communication bridge between the Dean and internal/external stakeholders.
• Draft and manage professional correspondence, reports, and presentations.

Key Skills & Competencies

• Executive Support Expertise: Proven experience in executive assistance and office administration.
• Vendor Management & Negotiation: Strong vendor management and negotiation skills.
• Organizational Excellence: Excellent organizational and time-management abilities.
• Communication Skills: Superior verbal and written communication skills.
• Technical Proficiency: Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Multitasking Ability: Ability to multitask and prioritize in a fast-paced environment.
• Bold & Adaptable: Demonstrates bold decision-making, flexibility, and an open mindset to adapt to evolving challenges.

Preferred Background:

• Prior experience in renowned brands within the travel or hospitality sectors (e.g., luxury hotels, premium airlines).
• Demonstrated ability to handle high-profile executive support tasks.
• Exposure to managing vendor relations in corporate settings.

Educational Qualifications:

• Bachelors degree in Business Administration, Hospitality Management, or a related field.
• Additional certifications in office management or executive assistance are a plus.