About the Company
MIT World Peace University (MIT-WPU) is dedicated to fostering a culture of peace and excellence in education. Our mission is to empower students to become leaders in their fields while promoting values of integrity, inclusivity, and social responsibility.
About the Role
We are searching for an enthusiastic and highly organized individual to join our team as the Executive Assistant (EA) to the Dean of the School of Design at MIT World Peace University (MIT-WPU).
1. Job Detail
Job Title: Executive Assistant
Department: Office of the Dean – School of Design
Location: Pune
Reporting To: Dean, School of Design
2. Job Purpose
The Executive Assistant will provide comprehensive administrative, operational, and executive support to the Dean of the School of Design. The incumbent will serve as the primary point of contact for internal and external stakeholders, ensuring efficient management of the Dean's office, seamless coordination of academic and administrative activities, and effective execution of strategic initiatives and special projects
3. Key Responsibilities
Executive Support to the Dean
- Provide dedicated one-on-one executive support to the Dean, School of Design.
- Manage the Dean's calendar, appointments, meetings, academic engagements, and official commitments.
- Coordinate domestic and international travel arrangements, itineraries, accommodations, and logistics.
- Prepare correspondence, presentations, reports, meeting briefs, and other documents on behalf of the Dean.
- Ensure effective planning and execution of the Dean's priorities and commitments.
Stakeholder Coordination & Communication
- Act as the primary liaison between the Dean's Office and internal stakeholders, including faculty, students, administrative departments, and university leadership.
- Coordinate communication with external stakeholders, industry partners, academic collaborators, accreditation agencies, and design institutions.
- Draft official communications, meeting notes, acknowledgments, and correspondence on behalf of the Dean.
- Facilitate effective communication and timely follow-up across departments and stakeholder groups.
Academic & Administrative Coordination
- Support the Dean in coordinating academic planning, faculty meetings, Board of Studies (BoS) meetings, advisory board meetings, and other academic initiatives.
- Monitor and track action items arising from meetings and strategic discussions.
- Coordinate data collection, reports, presentations, and documentation required for academic reviews, accreditation processes, and institutional initiatives.
- Maintain records and documentation related to academic and administrative operations.
Project Management & Strategic Initiatives
- Support the Dean in managing strategic projects, institutional initiatives, industry collaborations, rankings, accreditation activities, and special assignments.
- Conduct research, gather information, and prepare analytical reports to support decision-making.
- Track project timelines and ensure timely completion of assigned deliverables.
- Coordinate cross-functional activities and monitor progress on key initiatives.
Meeting & Event Management
- Organize and coordinate faculty meetings, leadership reviews, workshops, conferences, industry interactions, and academic events.
- Prepare agendas, presentations, minutes of meetings, and action trackers.
- Coordinate logistics and stakeholder participation for meetings and events hosted by the Dean's Office.
- Ensure timely follow-up and closure of meeting action points.
Office Administration
- Maintain organized records, files, and confidential documentation.
- Handle sensitive information with the highest level of discretion and professionalism.
- Manage office correspondence and administrative processes efficiently.
- Ensure the smooth day-to-day functioning of the Dean's Office.
4. Skills & Competencies
Functional Competencies
- Strong executive administration and office management skills.
- Excellent planning, scheduling, and coordination abilities.
- Strong report writing, documentation, and presentation preparation skills.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Adobe Acrobat, and digital collaboration tools.
Behavioral Competencies
- Excellent verbal and written communication skills.
- Strong interpersonal and stakeholder management abilities.
- High level of professionalism, integrity, and confidentiality.
- Strong analytical, problem-solving, and decision-making skills.
- Ability to manage multiple priorities in a dynamic academic environment.
- Proactive, resourceful, and detail-oriented approach to work.
- Ability to work independently while collaborating effectively across functions.
- Emotional maturity and the ability to handle sensitive matters with discretion.
5. Educational Qualifications
- Bachelor's Degree from a recognized university.
- MBA or Postgraduate Qualification from a reputed institution preferred.
6. Experience
- 5–7 years of relevant experience as an Executive Assistant, Executive Coordinator, Academic Coordinator, or a similar role supporting senior leadership.
- Experience in higher education institutions, academic administration, design schools, universities, or knowledge-based organizations will be preferred.
- Demonstrated experience in stakeholder management, executive office administration, project coordination, and institutional communications.
7. Key Performance Indicators (KPIs)
- Effective management of the Dean's calendar and priorities.
- Timely execution of administrative and academic coordination activities.
- Quality and accuracy of reports, presentations, and communications.
- Effective stakeholder engagement and relationship management.
- Successful coordination of strategic projects, meetings, and events.
- Maintenance of confidentiality, professionalism, and responsiveness in all interactions.
