Executive Assistant (EA) To Vice Chancellor (VC)

Position Summary:

Key Responsibilities

Administrative & Organizational Support

• Manage the VC’s complex calendar, including scheduling appointments, meetings, and events to optimize time and priorities.
• Draft, proofread, and prepare high-quality correspondence, reports, and official documents, often of a confidential nature.
• Coordinate logistics for high-level meetings, including preparing agendas, briefing materials, and recording minutes.
• Arrange detailed domestic and international travel plans, including itineraries, accommodations, and transport.

Communication & Liaison

• Serve as a communication bridge between the VC’s office and various university departments, external stakeholders, and senior management.
• Handle incoming inquiries with discretion and professionalism, prioritizing urgent matters and ensuring timely responses.
• Conduct research and prepare background materials, reports, and presentations to support the VC’s decision-making.

Office Management & Confidentiality

• Establish and manage administrative procedures to ensure the smooth operation of the VC’s office.
• Recommend and implement improvements to systems and workflows for greater efficiency.
• Maintain strict confidentiality in handling sensitive information and documents.
• Represent the VC’s office with integrity and professionalism in all interactions.

Key Skills & Attributes

• Organizational Excellence:

  Proven ability to manage multiple complex tasks and shifting priorities with meticulous attention to detail.

• Communication Proficiency:

  Outstanding verbal and written communication skills for engaging with diverse audiences.

• Professional Discretion:

  High level of integrity, confidentiality, and sound judgment in handling sensitive and strategic matters.

• Leadership & Credibility:

  Trusted presence who can work independently and earn the respect of senior stakeholders.

• Strategic & Analytical Thinking:

  Ability to anticipate needs, solve problems proactively, and support long-term objectives.

• Technical Proficiency:

  Advanced skills in

  Microsoft Office Suite

  (Word, Excel, PowerPoint, Outlook), with

  Advanced Excel

  functions (e.g., VLOOKUP, PivotTables, data analysis tools).

• Typing Speed & Accuracy:

  High typing speed with excellent accuracy, ensuring efficiency in documentation and communication tasks.