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 Job - Executive Assistant to Dean (ADA)

 Duration: 14.11.2016 - 21.11.2016


ADA University

Job Announcement

Position: Executive Assistant to Dean


The Executive Assistant is responsible for providing high quality professional and administrative executive support to the Founding Dean of the School of Information Technologies and Engineering. The position is the first point of contact for the Dean’s Office and is responsible for the day-to-day management of the Office including diary management; management of correspondence and coordination and support of meetings and travel and related document management. The position also supports the Dean in the drafting of reports, correspondence and presentations. The Dean is also an active researcher and a teaching academic and holds a number of positions on external bodies; the position provides some support to these activities.

The Executive Assistant exercises discretion in handling sensitive and confidential issues, bringing matters to the attention of the Dean, as required. The position interacts with external industry and agencies, government officials, media and staff in other education institutions (national and foreign), as well as broadly across the University.


  • Relevant tertiary qualifications (minimum, a Bachelors Degree) and/or equivalent level of knowledge gained through education, training and/or experience;

  • Experience in providing administrative and office management support at executive level and ability to adapt to, or experience in, a university environment;

  • Excellent written and oral communication skills, including drafting correspondence of a high standard;

  • Demonstrated positive, flexible and adaptable attitude with a willingness to take on a wide range of diverse tasks and adjust to competing and shifting priorities in a changing environment;

  • Demonstrated ability to use initiative, identify and recommend solutions to problems;

  • Experience in handling sensitive and confidential matters;

  • Highly developed interpersonal, professional communication and influencing skills and an ability to liaise effectively and build relationships with clients and stakeholders at all levels both internally and externally to the organization;

  • Demonstrated high level organizational and project management skills, capacity to prioritize by assessing situations to determine urgency and ability to interpret policies and procedures;

  • Ability to develop a work schedule, set goals, creates/implements actions plans and monitor progress towards goals;

  • Knowledge of equal opportunity principles.


The responsibilities of the position include, but are not limited to the following:

  • Design, develop and implement internal office management systems to provide efficient and effective management of the Office of the Dean including:

  • Manage the schedule of the Dean and related aspects including telephone calls, electronic diary appointments and organization of meetings, Agendas and relevant papers;

  • Manage all correspondence in and out of Office of the Dean, including the collation, dissemination and follow-up of information on behalf of the Dean;

  • Electronic and occasional paper filing in accordance with approved records management processes and security requirements.

  • Prepare correspondence for the Dean as required.

  • Co-ordinate meetings by preparing agendas, writing and documenting minutes and maintaining the action logs.

  • Prepare draft reports and other documentation and presentations on behalf of the Dean.

  • Coordinate and compile information and responses in relation to items/issues raised by internal and external parties. Draft responses on behalf of the Dean for submission to these parties.

  • Undertake executive and administrative projects under delegation from the Dean and liaise on behalf of the Dean with senior Faculty staff in respect to management of specific projects.

  • Support the Faculty Senior Management Team in contributing to annual operational and strategic planning and review processes and related projects, including organizing Faculty retreats. Participate in preparing Faculty reporting as requested.

  • Consult, liaise and negotiate on behalf of the Dean with internal and external stakeholder groups and institutions primarily on operational matters as required.

  • Support Faculty Management with statistical and trend analysis, interpretation and reporting where relevant through research external sources and internal enterprise systems.

  • Manage arrangements relating to Faculty staff recruitment and promotion activities presided by the Dean including organizing interviews with candidates and Selection Committees.

  • Manage the day to day administrative activities of the Office of the Dean including (but not limited to):

  • Organizing overseas and domestic travel, accommodation and meetings;

  • Reconciling the Deans expenditure, including purchase card and petty cash;

  • Arranging and coordinating catering for the Dean’s meetings where required;

  • Any other duties as determined and directed by the Dean.

Interested candidates are requested to submit, preferably in Word or PDF format, attached to an e-mail message: (1) a letter of interest specifying particular suitability for the position, when available and minimum expected salary (in AZN), (2) an updated resume and (3) the names, email and business addresses of at least 3 references.

Send materials via e-mail to specifying the Job Title in the subject line. Only shortlisted candidates will be contacted. The cut-off date for application is November 21, 2016.

ADA University offers a competitive remuneration package and attractive conditions of employment of high standard. For more information about ADA University, please visit

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