Job
Description
The Executive Assistant to the Vice-Chancellor plays a critical role in ensuring the smooth and efficient operation of the Vice-Chancellor's office. This position acts as the primary point of contact for internal and external stakeholders, managing high-level communications, coordinating strategic initiatives, and providing comprehensive administrative and project support to facilitate the Vice-Chancellor's leadership and strategic objectives. Key Responsibilities: 1. Communication and Stakeholder Management: Act as the Vice-Chancellor's chief communicator, drafting and editing correspondence, communications, presentations, and other documents on behalf of the VC. Professionally liaise with all internal stakeholders, including top management, Heads of Departments, faculty, staff, and students, as well as external parties, including government officials, industry leaders, and international partners. Manage and filter incoming communications (emails, calls, inquiries), prioritizing and redirecting as appropriate, and ensuring timely and professional responses. Coordinate executive outreach and external relations efforts, including managing relationships with key university stakeholders. 2. Calendar, Travel, and Meeting Management: Provide sophisticated calendar management for the Vice-Chancellor, including scheduling appointments, meetings, and events, and proactively identifying and resolving scheduling conflicts. Arrange and coordinate the logistics of high-level meetings, committees, and events involving the Vice-Chancellor, including preparing agendas, circulating materials, taking minutes, and tracking action items. Manage all aspects of the Vice-Chancellor's travel arrangements, both domestic and international, including booking flights, accommodation, transportation, and preparing detailed itineraries. 3. Project and Task Management: Ensure prompt execution of tasks and projects assigned by the Vice-Chancellor, often with tight deadlines and requiring a hands-on approach. Manage and deliver a variety of special and high-importance projects for the Vice-Chancellor, some of which may have university-wide impact. Prioritize conflicting needs, handling matters expeditiously and proactively, and following through on projects to successful completion. Conduct research, gather data, and prepare analytical and data-driven business reports to support crucial business decisions of the Vice-Chancellor. 4. Administrative and Operational Support: Maintain a highly organized and efficient office environment for the Vice-Chancellor. Handle confidential information with the utmost discretion and integrity, upholding the highest standards of maturity and trustworthiness. Prepare expense reports and manage financial reconciliations for the Vice-Chancellor's office. Oversee general office management tasks, including procurement of supplies and coordination with IT and facilities. Proactively identify and implement improvements to office systems and processes to enhance efficiency. 5. Strategic Support and Foresight: Work closely and effectively with the Vice-Chancellor to keep them well-informed of upcoming commitments, responsibilities, and key issues. Act as a "barometer," having a sense for the issues taking place within the university and the broader higher education landscape, and proactively updating the Vice-Chancellor. Provide leadership in building relationships crucial to the success of the organization. Foster an environment of innovation and entrepreneurship within the office, collaborating on projects that amplify the Vice-Chancellor's vision and align with the university's strategic goals. Qualifications & Experience: Education: MBA or equivalent degree is a must. A Bachelor's degree in a relevant field from a reputed institution is required. Experience: Minimum of 5-7 years of proven experience in an Executive Assistant role supporting C-suite executives, preferably within a university or large, complex organization. Language Proficiency: Proficiency in English Language (written and verbal) is compulsory. Technical Skills: In-depth understanding and expert proficiency in the entire MS Office Suite (Word, Excel, PowerPoint, Outlook). Sound presentation skills are essential. Domain Knowledge: Understanding of the higher education environment and its dynamics is highly desirable. Required Skills and Competencies: Exceptional Communication: Expert level written and verbal communication skills, including proof-reading, copy-editing, and the ability to articulate complex information clearly and concisely. Organizational Excellence: Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail. Proactive & Resourceful: Demonstrated proactive approaches to problem-solving with strong decision-making capability. Highly resourceful and capable of working effectively both independently and as a highly collaborative team player. Interpersonal Skills: Very strong interpersonal skills and the ability to build and maintain relationships with diverse stakeholders, including staff, board members, external agencies, and the public. Confidentiality & Discretion: Proven ability to handle confidential information with the utmost discretion, sensitivity, and professionalism. Strategic Thinking: Strategic thinking and problem-solving skills, with an analytical mindset capable of anticipating challenges and providing data-driven, proactive solutions. Adaptability & Resilience: Ability to adapt to various competing demands and demonstrate the highest level of service and response in a fast-paced, dynamic environment. Emotional Intelligence: High emotional maturity and the ability to maintain composure under pressure. Commitment to Excellence: Demonstrated ability to achieve high-performance goals and meet deadlines. A positive, proactive approach with a strong interest in improving systems and processes. Show more Show less
