Associate - Director's Office

The role involves providing comprehensive administrative support to Director by managing their calendar, scheduling meetings, and handling travel arrangements. Key responsibilities include serving as the primary point of contact for internal and external stakeholders, drafting and managing communication, and organizing meetings, including preparing agendas and taking minutes. The position also involves document management, assisting with report and presentation preparation, and supporting special projects across various departments in PGP.

Key Responsibilities:

• Calendar Management: Efficiently manage the calendar, including

scheduling meetings, appointments, and travel arrangements. Priorities and organize

activities to maximize the executive's time.

• Communication: Serve as the primary point of contact between the executive and

internal/external stakeholders. Draft, proofread, and manage correspondence,

emails, and other communication on behalf of the executive.

• Meeting Coordination: Arrange and coordinate meetings, including preparing

agendas, taking minutes, and following up on action items. Ensure the executive is

well-prepared for all meetings.

• Travel Arrangements: Plan and book travel, including flights, accommodations, and

transportation. Prepare detailed itineraries and manage any changes or issues that

arise during travel.

• Document Management: Organize, maintain, and retrieve files and documents as

needed. Assist in the preparation of reports, presentations, and other business

documents.

• Project Support: Assist with special projects and initiatives as required, including

research, data analysis, and the preparation of materials for presentations. Will be

involved in working cross-functionally across departments in PGP

• Confidentiality: Handle sensitive and confidential information with the utmost

discretion and professionalism.

• Relationship Management: Build and maintain positive relationships with internal

key stakeholders as well as the students of Masters Union

What are we looking for:

• Exceptional organizational and time management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Strong problem-solving skills and the ability to work independently.
• Ability to prioritize tasks and manage multiple assignments simultaneously.
• Discretion and confidentiality in handling sensitive information.
• Attention to detail and a commitment to excellence.
• Proactive and resourceful with a strong sense of initiative.
• Professional demeanor and a high level of integrity.
• Strong interpersonal skills with the ability to build relationships at all levels.