Interim Secretary RSM Department of the Dean

At Rotterdam School of Management, Erasmus University (RSM), we are looking for an interim secretary to work in the Department of the Dean. In this role at 0.8FTE, you are a temporary cover for an absent colleague. Your contract will be for an initial period of six (6) months and we can review it together after this period.

Proactive and highly organised, you provide administrative and secretarial support to both the Dean's Office and the RSM Faculty Council. In this role, you report to the Dean's Office facilities and services manager and you work closely with a wide range of internal stakeholders from across the school. .

Job description
As RSM secretary in the Department of the Dean, you provide professional administrative and secretarial support to the Dean ‘s Office as well as to the RSM Faculty Council.

Your Dean's Office responsibilities (approximately 0.6 FTE):

• Provide full secretarial support to the Dean's Office together with two other secretaries.
• Manage and respond to emails within shared departmental mailboxes to ensure timely follow-up and appropriate action.
• Coordinate meetings, appointments and complex agendas for stakeholders while taking priorities and preferences of the attendees into account.
• Draft, edit and format correspondence, letters, presentations, declarations and other documents.
• Arrange travel and logistics as required.
• Prepare and distribute meeting minutes, including meetings conducted in both Dutch and English.
• Act as a first point of contact for visitors and internal stakeholders.
• Support the organisation of business and social events.
• Provide back-up support to colleagues within the secretarial team.
• Perform ad-hoc administrative and operational support as required.

Your Faculty Council responsibilities (approximately 0.2 FTE):

• Facilitate and support Faculty Council officers and members in carrying out their duties.
• Coordinate meeting schedules, room bookings and logistics.
• Prepare and distribute meeting agendas and supporting documentation.
• Draft and edit meeting minutes of Faculty Council meetings and, where required, subcommittee meetings.
• Distribute meeting minutes and documentation for review and approval.
• Organise annual Faculty Council training sessions.
• Edit and distribute as needed Faculty Council documentation.
• Format official letters and communications issued by the Faculty Council.
• Ensure agendas, meeting minutes and other official Faculty Council documents are published on the appropriate page on the RSM website.
• Provide additional administrative support related to the Faculty Council activities.