Administrative Associate, Brain & Mind Institute at Aga Khan University (AKU)

Responsibilities

• provide effective and high-quality executive administrative support to ensure an efficient and effectively run Institute by demonstrating initiative in planning, communicating and organizing
• in keeping with the trans-AKU mandate of BMI, schedule appointments, maintain and update Senior Executives’ calendars across different countries and time-zones
• in liaison with the Communications & Stakeholder Engagement Manager, assist in creating and executing various communication tasks
• update and manage proper documentation, including but not limited to filing, archiving, photocopying, binding, scanning, shredding, mail/phone directories
• assist in asset/facility management including coordinating the use of shared meeting spaces/boardrooms, as well as scheduling and coordinating meetings
• support procurement requirements for the Institute
• support personnel management related logistics  
• facilitate travel and accommodation logistics
• manage petty cash for the Office.

Requirements

• Bachelor’s degree in Program Management or alternative first level degree
• diploma in Business Management/Project Management/Office Administration will be an asset
• at least four years’ experience in office or project management in a research or institution of higher learning (Colleges or University), preferably in the health field
• proficiency in MS Office Suite (Word, Access, Excel, Power Point)
• keen ability to work independently, show initiative, and take ownership, as well as a natural problem solver with a bias to action
• excellent multiplatform visual graphics, verbal, and written communication skills
• excellent inter-personal relationship with ability to work well with colleagues and full spectrum of academic staff from trainees to senior faculty members and researchers, located in different geographies
• ability to work within short deadlines even outside normal working hours to meet targets.