Position Purpose:

To provide high-level administrative and operational support. This role bridges the gap between communications and hands-on logistics, ensuring the execution of institutional events, guest speaker sessions, and stakeholder engagement.

Key Accountabilities:

1. Event & Program Coordination: Lead end-to-end planning for the business school events, including invitations, scheduling, briefings and vendor coordination.

2. Stakeholder Management: Act as a professional liaison for internal and external partners; manage follow-ups and maintain institutional partnership records.

3. Database & Record Keeping: Maintain a comprehensive digital archive of event data, attendance logs, and speaker bios; ensure stakeholder databases are meticulously updated.

4. Logistics Oversight: Manage all physical and technical requirements for activities, including travel, venues, and on-site troubleshooting.

5. Communications & Research: Assist in drafting and proofreading reports and administrative documents; conduct supporting research for institutional projects.

Knowledge & Skills:

• Technical Proficiency: Strong command of Microsoft Office and Google Workspace; ability to learn and manage database systems.

•Written Communication: Ability to draft formal correspondence and proofread documents with high accuracy.

• Project/Event Planning: Understanding of the logistics involved in organising departmental events (on-site and off-site), hosting speakers, and managing event timelines.

• AI & Digital Literacy: Interest in using modern productivity tools and AI to streamline administrative workflows.

• Corporate & Academic Protocol: Exhibits strong interpersonal awareness and professionalism in navigating structured academic and corporate environments.

Behaviours: 

• Adaptability: A "can-do" attitude with the agility to pivot between quiet research tasks and high-energy event management.
• Organizational Rigor: Meticulous attention to detail, especially regarding record-keeping scheduling, and event execution.
• Proactive Learning: A growth mindset and willingness to be trained on internal systems and institutional protocols.
• Stakeholder Sensitivity: Professionalism and tact when interacting with high-profile guests, international partners, and faculty.
• Multitasking: The ability to stay calm and effective while managing competing deadlines and diverse responsibilities.
• Professionalism: Demonstrates a high standard of professionalism and effective interpersonal conduct, with the ability to engage confidently and respectfully with a wide range of stakeholders, including senior leadership, international partners, and external collaborators.
   

Experience:

•  0–2 years of experience. This is an entry-to-junior level role; we are looking for high-potential individuals with a strong desire to learn.
• Proven Track Record: Prior experience (including internships or university leadership roles) involving multitasking, volunteer coordination, or organizing small-to-midscale events.
• Communication History: Demonstrated experience in drafting professional emails, reports, or content for diverse audiences.
   

Travel/Work Schedule:

• Travel within the city might be required to coordinate with vendors, manage off-site events and support external institutional activities.
• Standard business hours are 8:30 am to 5:00 pm; however, this role requires significant flexibility. Hours could extend into the evenings and weekends to facilitate guest speaker sessions, seminars, and departmental events.