Executive Assistant

Key Responsibilities

1. Administrative & Secretarial Support

• Manage the Directors calendar: schedule meetings, appointments, events, and follow-ups.
• Draft, proofread, and format official correspondence, memos, reports, presentations, circulars, and meeting documents.
• Maintain accurate and confidential records/file systems (digital and physical) for correspondence, minutes, institutional documents, etc.
• Handle travel arrangements, accommodation, visa support (if needed), and itineraries for the Director — especially for academic travel, conferences, external visits.

2. Meeting & Event Coordination

• Organize and coordinate internal/external meetings, committees, board meetings and academic events. Prepare agendas, briefing notes, minutes, follow-up actions, and distribution of materials.
• Ensure venues, logistics, communications, and invites are managed timely (including coordination with departments, faculty, external stakeholders).

3. Liaison & Communication

• Act as liaison between the Director’s office, academic departments, administrative offices, faculty, staff, students, and external stakeholders.
• Respond to enquiries (email/phone/in person), channel them appropriately, and ensure timely follow-up.
• Facilitate communication across departments for cross-functional tasks (e.g. accreditation, approvals, policy implementation, academic committees).

4. Strategic & Operational Support

• Support the planning and monitoring of academic-related projects, institutional initiatives, and strategic tasks as directed by the Director.
• Assist in preparation of data, reports, presentations for academic reviews, accreditation, board meetings, planning committees, etc.
• Maintain and track institutional deadlines, deliverables, follow-ups, action items for academic departments and Director’s directives.

5. Additional / Miscellaneous Duties

• Provide support for ad hoc tasks and projects as assigned by the Director (may include support for events, workshops, academic visits, audits, external collaborations).
• Handle sensitive/ confidential information with discretion and professionalism.
• Assist with induction or coordination of new staff under the Directorate if needed (depending on structure).

Qualifications & Skills

• Bachelor’s degree (preferably in administration, management, or related field). A Master’s degree is a preferable.
• Prior experience as a Personal Assistant / Executive Assistant — ideally in a university / higher-education or corporate environment.
• Excellent organisational and time-management skills; ability to prioritise tasks effectively and manage a dynamic workload.
• Strong written and verbal communication skills; ability to draft formal correspondence, reports, presentations.
• Proficiency in office software (e.g. MS Office: Word, Excel, PowerPoint, Outlook) and other relevant tools for documentation, scheduling, records-keeping.
• High degree of professionalism, discretion, sensitivity to confidentiality, and ability to handle senior-level interactions with internal staff and external stakeholders.
• Flexible, proactive, and adaptable approach; ability to work independently, show initiative, and respond to changing priorities.

Preferred Attributes (Desirable)

• Familiarity with academic institutional procedures, regulations, accreditation processes, academic governance structures.
• Experience in coordinating with senior leadership (e.g. deans, department heads), faculty, external stakeholders.
• Ability to assist in strategic planning, project coordination or academic-administrative initiatives.

Work Environment

• Fast-paced academic environment with multiple priorities, frequent interactions across departments and external stakeholders.
• Requires discretion, confidentiality, professionalism, and capability to adapt to evolving institutional needs.