Administrative Assistant

Job Description and Person Specifications

1. Job Details

Job Title

Administrative Assistant

Department

Office ofthe Registrar

Location

MIT-WPU, Goa

Reporting to

Registrar, MIT- WPU, Goa

1. Job Profile

Role Overview:

The Executive Assistant will provide high-level executive and administrative support in a one-on-one working relationship with the Registrar's Office. The role demands exceptional organizational ability, discretion, and the capability to manage multiple priorities in a fast-paced environment.

Key Responsibilities:

• Act as the primary point of contact for internal and external stakeholders on matters related to the Registrar's Office.
• Serve as a liaison between senior management, departments, and external partners.
• Manage executive communication, outreach activities, and special projects.
• Handle a wide range of administrative responsibilities including:
• Managing a dynamic calendar and scheduling appointments
• Preparing reports and confidential correspondence
• Coordinating travel plans, itineraries, and agendas
• Compiling documents for meetings and projects
• Ensure smooth execution and adherence to schedules and commitments.
• Communicate on behalf of the Registrar's Office regarding various initiatives.
• Research, prioritize, and address incoming concerns, including sensitive or confidential matters.
• Determine appropriate responses or escalate issues when required.
• Facilitate seamless communication across departments while maintaining strong professional relationships.
• Work closely with leadership to keep them informed of upcoming priorities and ensure timely follow-ups.
• Support execution of strategic and organizational projects.
• Draft official communication including letters, acknowledgments, and reports.
• Manage multiple priorities effectively and ensure timely completion of deliverables.
• Assist in scheduling and participating in senior management and executive meetings.
• Coordinate agendas for meetings, offsites, and internal discussions.
• Support cross-functional coordination for travel and outreach plans.
• Take on additional responsibilities as assigned.

Skills & Competencies:

• Strong organizational and multitasking abilities with attention to detail
• Excellent interpersonal and stakeholder management skills
• Strong written and verbal communication
• Proactive problem-solving and decision-making ability
• High level of emotional maturity and professionalism
• Ability to handle confidential information with discretion
• Adaptability to changing priorities and high-pressure environments
• Strong execution capability with a focus on deadlines and results
• Self-driven, resourceful, and capable of working both independently and collaboratively
• Forward-thinking mindset with the ability to identify opportunities and propose solutions

1. Education Qualification

• Any Graduate with an MBA from premier institute.
• 3–6 years of relevant work experience
• Demonstrated experience and strong interest in internal and external communications, as well as partnership development
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Adobe Acrobat, and social media/web platforms