Personal Assistant

Title: Personal Assistant

Location: Canada

Programme: Cultural Development - All

Agency: Aga Khan Trust for Culture

Deadline: 5 December 2012

The Aga Khan Trust for Culture coordinates the cultural activities of the Aga Khan Development Network. Aga Khan Trust for Culture focuses on the physical, social, cultural and economic revitalisation of communities in the Muslim world. It includes the Aga Khan Award for Architecture, the Historic Cities Support Programme, the Music Initiative in Central Asia, the Humanities Project, the on-line resource ArchNet, and the Aga Khan Program for Islamic Architecture at Harvard University and the Massachusetts Institute of Technology. More information ....

The Position

The Aga Khan Museum (AKM) is a public museum devoted to the arts of Islamic civilizations in all their historic and geographic diversity. The Museum is scheduled to open in Toronto in 2014. The Museum's mission will be to inform, educate, and inspire audiences from all cultures by presenting art created in the Islamic world throughout the past fourteen centuries, along with current paths of artistic practice and cultural development.

The Personal Assistant (PA) will report to the Director to provide support and facilitate an organized approach to managing the Director's activities and priorities. The PA will act as a communication link for the Director to staff, Board members and other stakeholders who would be seeking the Director in a normal course of business. In addition, the successful candidate will establish productive working relationships with the key reports of the Director to serve the needs of AKM.

The PA will exhibit excellent judgment and communications skills while dealing with individuals and teams with widely varying backgrounds and styles.

Key responsibilities:

1. Coordinates specific activities associated with the Director's office: managing the calendar; identifying and tracking issues of concern; making travel arrangements; and organizing documents for review;

2. Identifies and writes key briefing information and ensures the Director and senior staff are properly prepared for key meetings and presentations;

3. Consults with the Director and senior staff to strategize on tactical initiatives/responses requiring the Director's attention and/or direct involvement;

4. Prepares, including research, various reports as required;

5. Provides senior staff support to respective Board committees including preparing agendas and minutes;

6. Coordinates leadership team meeting agendas and commitments;

7. Coordinates arrangements for the AKM's Annual General Meeting;

8. Coordinates the visits of VIPs to the AKM;

9. Organizes communications and reports for short and long term filing;

10. Be the central conduit (clearing house) for managing compliments and complaints, including ensuring follow-up with respective senior staff to ensure the 'client satisfaction' feedback cycle is complied to;

11. Perform other duties as assigned.

The Requirements

1. Relevant Degree/Diploma in a relevant discipline;

2. Knowledge and experience with Board proceedings;

3. Experience in corporate administration and priority setting;

4. Demonstrated management skills to motivate and support staff;

5. Well organized, detail oriented, effective at follow up and priority setting;

6. Superior interpersonal skills including ability to relate effectively with people at all levels both internal and external to AKM;

7. Comprehension and application of confidentiality and diplomacy;

8. Well developed interpersonal skills;

9. Well developed organizational, analytical skills;

10. Superior communication (verbal and written) and presentation skills;

11. Demonstrated level of professionalism & maturity (expected in this environment) is required for this position.

 Salary & International Package

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