Executive Assistant to the Dean

FLAME University; Pune District; On-site; INR 900,000 - 1,200,000; Full time

Job summary

FLAME University’s Faculty of Business seeks an Executive Assistant to the Dean to provide high-level administrative, operational, and strategic support. You will coordinate the Dean’s calendar, prepare materials, and act as the primary contact for internal and external stakeholders.

The role involves assisting with accreditations, planning meetings, tracking initiatives, and managing confidential information with professionalism while building relationships across faculty and staff.

Qualifications

• Bachelor’s degree in Communications, Business Administration, or related field; Master’s preferred.
• 5+ years in executive support role in academic environment.
• Excellent organisational, communication, and interpersonal skills.
• Proficiency in Microsoft Office Suite and project management tools.
• Ability to multitask, prioritise, and work independently under pressure.
• Discretion and professionalism in handling confidential information.
• Familiarity with academic governance and faculty operations.
• Ability to build relationships across diverse teams.

Responsibilities

• Manage the Dean’s calendar, schedule meetings, and coordinate travel and logistics.
• Draft, review, and manage correspondence, reports, presentations, and meeting materials.
• Organize records and documentation securely.
• Prepare expense claims, reimbursements, and procurement requests.
• Act as primary contact for communications to the Dean’s office.
• Coordinate with faculty, staff, students, and external partners.
• Assist in drafting speeches and manage Dean's email and communications.
• Support accreditation and rankings processes from the Dean's office.
• Assist in strategic planning meetings, faculty reviews, and performance tracking.
• Coordinate faculty events, workshops, guest lectures, and committee meetings.
• Handle confidential information with discretion.

Skills

Organisational skills

Communication skills

Interpersonal skills

Multitasking

Discretion

Problem-solving

Education

Bachelor's degree in Communications/Business Administration or related field

Master's degree preferred

Tools

Microsoft Office Suite

Project management tools

Job description

The Executive Assistant (EA) to the Dean provides high-level administrative, operational, and strategic support to the Dean of the Faculty of Business. The EA serves as a key liaison between the Dean’s office and internal/external stakeholders, ensuring effective communication, coordination, and execution of the Dean's priorities.

Key Responsibilities:

Administrative Support

• Manage the Dean’s calendar, schedule meetings, and coordinate appointments, travel, and logistics
• Draft, review, and manage correspondence, reports, presentations, and meeting materials
• Organize and maintain records, files, and documentation in a systematic and secure manner
• Prepare and process expense claims, reimbursements, and procurement requests
• Act as the primary point of contact for internal and external communications to the Dean's office
• Coordinate with faculty, staff, students, and external partners on behalf of the Dean
• Assist in drafting and editing speeches, emails, and official communications. Also manage the Dean's email & related communication.

Operational & Strategic Support

• Significant exposure to managing the Accreditations and Rankings from the Dean's office.
• Assist in the preparation and follow-up of strategic planning meetings, faculty reviews, and performance tracking.
• Support project tracking, reporting, and deadline management for initiatives led by the Dean.
• Coordinate faculty-level events, workshops, guest lectures, and committee meetings.

Confidentiality & Discretion

• Handle sensitive and confidential information with a high degree of professionalism.
• Maintain discretion in managing personnel matters, academic issues, and institutional strategies.

Required Qualifications:

• Bachelor’s degree in Communication, Business Administration, or related field. Master’s preferred.
• 5+ years of experience in a similar executive support role, preferably in an academic environment.
• Excellent organisational, communication, and interpersonal skills.
• Strong proficiency in Microsoft Office Suite and project management tools.
• Ability to multitask, prioritise effectively, and work independently under pressure.
• High level of professionalism, discretion, and attention to detail.
• Proactive and anticipatory problem-solving skills.
• Familiarity with academic governance and faculty operations.
• Ability to build strong working relationships across diverse teams.