Executive Assistant

Position Summary

IIHMR University, Jaipur is an institution of higher education, which offers postgraduate and research education in Health Management. IIHMR University offers an MBA in Hospital and Health Management, Pharmaceutical Management, Development Management, Master of Public Health, Executive Master of Hospital Administration, Executive Master of Public Health, Master of Public Health (Implementation Science) and Ph.D. The University is looking for a self-motivated and inborn leadership quality-oriented professional in the position of Senior Executive Assistant to the President.

Job Responsibilities:

Ø Offer secretarial support concerning the handling of top confidential correspondence, document flow, scheduling of appointments and meetings, travel management seminars.

Ø Respond to daily requests for President for Academic Affairs regarding assistance in handling inquiries, correspondence, complaints, and human resource matters, as well as compiling data for administrative decisions.

Ø Assist the President for Academic Affairs in organizing Faculty Development Programs and International Practicum Programs.

Ø Conduct day-to-day Administrative Support Staff, exclusively for the President.

Ø Internal and external communications – sending important announcements, drafting letters/ emails, interview call letters offer letters.

Ø Database – preparing the faculty application database scrutiny of the applications based on the CV, pointers for the follow-ups, convey the status to the applicants.

Ø Event management - Coordinating for the smooth functioning of Events, Meetings, Seminars, symposiums Workshops. Meet and greet sessions, arrangement of working breakfast/ lunches in the department.

Ø Interaction with the guests visitors to the department. Arranged meetings via Zoom call, Microsoft Teams Google Meet. Telephonic/ skype interviews with the prospective faculty candidates, arranging on-site interviews.

Ø Handle expense reports and process invoices. Coordinating the Budget files and preparing the supported documents for getting the budget sanctioned and approved.

Ø Schedule of yearly Board meetings, High power Council meetings, Board of Studies meetings, and academic and academic support meetings.

Ø Prepare departmental documents, policies, reporting, structure, and KPIs.

Ø Responsible for building relationships with partners, agents, and management of external professional agencies.

Ø Create customized training courses, workshops, and programs for Government agencies, businesses, community partners, etc.

Ø Vendor Management – Prepare Purchase Requisitions, to coordinate with the Purchase team in releasing the PO. To follow the PR/ PO process.

Ø Office Correspondence - Preparing PPT slides, meeting notes, and documentation. Schedule and coordinate faculty, student, and other meetings.

Ø Coordinates with school leadership and other administrative personnel regarding documentation pertaining to faculty performance and achievements.

Ø Assist in establishing priorities and agendas, accreditation, and issues of importance and sensitivity.

Ø Produce brief materials and information on all significant matters which require the President for Academic Affairs' attention.

Ø Manage SharePoint as the primary source of information and academic planning collaboration.

Ø Other duties as assigned by the President for Academic Affairs

Essential Qualifications Skills and Background:

Ø Postgraduate with English medium background and a good academic record (average 60% and above) from any recognized University.

Ø Strong organizational skills that reflect the ability to seamlessly perform and prioritize multiple tasks with excellent attention to detail.

Ø Well-versed with the ERP process.

Ø Travel Arrangements through the travel desk.

Ø Prepare a travel itinerary, preparation prior to the meetings. Read more