Faculty Assistant | Contract at IQbusiness

Job Description

• iqbusiness is seeking to employ a Faculty Assistant on a 12-month contract to collaborate with an international client from our offices in Welgemoed, Cape Town, Northern Suburbs. This is a hybrid role (3 days on-site; 2 days WFH).
• This role provides high-level administrative and operational support to senior academic faculty members, ensuring the smooth delivery of executive education programs and academic initiatives. The Faculty Assistant will be based in South Africa, while the faculty members are based in Switzerland. The ideal candidate will have experience supporting multiple senior stakeholders in a dynamic, fast-paced academic or corporate environment, with a strong understanding of academic workflows and executive-level coordination.

Key Responsibilities:

• Manage course materials and ensure timely uploads to Salesforce and Canvas
• Order books, simulations, and manage IT tools setup
• Coordinate printing and digital distribution of session documents
• Assist in preparing teaching materials and distributing online content to participants
• Remote support to faculty during classroom and online sessions when required
• Close collaboration with Program Coordinators
• Manage faculty calendars, anticipating scheduling needs, and resolving conflicts efficiently
• Coordinate logistics for internal and external meetings, including scheduling, room bookings, and document preparation
• Assist in client meetings as needed, including recording minutes and following up on action items
• Provide general administrative support and assist with document/database research
• Serve as a liaison between faculty and internal departments to ensure seamless coordination
• Organise complex travel arrangements including flights, hotels, transfers, and visas
• Request phone plan upgrades for international travel when required
• Coordinate guest speaker logistics when required
• Process program and non-program expenses via Concur
• Ensure timely submission of invoices and correct project coding
• Handle invoicing for exception projects
• Upload and organise reading materials and session documents on Canvas
• Follow structured folder naming conventions
• Request copyright permissions via Study.Net for non-client materials
• Ensure all links and resources function correctly
• Ensure accurate recording of faculty activities in Salesforce
• Update session details, assignments, and descriptions
• Create and maintain program folders in SharePoint
• Flag scheduling conflicts to Program Coordinators (PCs).
• Deploy and collate leadership surveys (excluding 360° feedback)
• Manage logistics for leadership and strategy initiatives
• Coordinate with Program Coordinators for participant lists and deadlines.

Minimum Requirements:

• 2 – 3 years of experience within an Executive Assistant role supporting multiple Senior Academic Faculty members
• Proven Intermediate technical proficiency in the following:
• MS Office Suite (Word, Excel, Outlook, Teams).
• Digital collaboration tools (Zoom, MS Teams).
• Learning platforms (e.g., Salesforce, Canvas, LMS).
• Ability to manage multiple priorities across geographies, work independently, and deliver to deadlines.
• Demonstrated ability to communicate effectively, both in writing and verbally.

Skills required:

• Strong organisational and time management skills
• Attention to detail and ability to multitask
• Ability to work collaboratively as well as independently in a fast-paced environment