Executive Assistant- Director CIAP

About the Role

We are searching for an enthusiastic and highly organized individual to join our team as the

Executive Assistant (EA) to the Director- Corporate Relations at MIT World Peace University (MIT-

WPU).

2. Job Profile

• The Executive Assistant provides executive support in a one-on-one working relationship.

• The Executive Assistant serves as the primary point of contact for all internal and external constituencies on all matters pertaining to the respective department / Office .

• You shall also serve as a liaison to the senior management teams; organize and coordinate executive outreach and external relations efforts; and oversee special projects.

• The Executive Assistant will have the ability to work in a fast-paced environment and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

• Completes a broad variety of administrative tasks for the HOD including managing an extremely active calendar of appointments; completing strategic reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for special projects. Plans, coordinates and ensures the HOD’s schedule is followed and respected.

• Communicates directly, and on behalf of the HOD, on matters related to the HOD’s programmatic initiatives.

• Research, prioritizes and follows up on incoming issues and concerns addressed to the HOD, including those of a sensitive or confidential nature.

• Determines appropriate course of action, referral, or response.

• Provides a bridge for smooth communication between the respective office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff. Works closely and effectively with the HOD to keep him/ her well informed of upcoming commitments and responsibilities, following up appropriately.

• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the HOD, some of which may have organizational impact.

• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the HOD ability to effectively lead the company.

• Prioritizes conflicting needs; handle matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.

• Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings

• Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings

• Facilitates cross-divisional coordination of travel and outreach plans

Skills and Abilities:

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

• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, management members, and external partners

• Excellent written and verbal communication skills

• Demonstrated proactive approaches to problem-solving with strong decision-making capability

• Emotional maturity

• Highly resourceful team player, with the ability to also be extremely effective independently

• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response

• Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment

• Forward-looking thinker, who actively seeks opportunities and proposes solutions.