Executive Assistant

Role Overview

The Executive Assistant to the Vice Chancellor (VC) will act as a strategic enabler, supporting the VC in driving key institutional priorities. This role goes far beyond traditional administrative tasks. The incumbent will be responsible for preparing data-driven insights, creating smart dashboards, developing high-quality presentations, coordinating with internal and external stakeholders, and ensuring seamless execution of academic and administrative initiatives. The EA must be exceptionally proactive, organized, and capable of thinking several steps ahead.

Key Responsibilities

1. Strategic Support & Data-Driven Inputs

• Develop smart dashboards and trackers using relevant institutional data (academics, admissions, placements, finance, HR, etc.).
• Analyse data to identify trends, gaps, and opportunities; prepare concise decision-support notes for the VC.
• Provide research-based inputs on academic, administrative, and regulatory matters.
• Prepare briefs, concept notes, and strategic documents needed for meetings and reviews.

2. Presentation & Reporting Excellence

• Design clear, visually appealing, and executive-level presentations for internal reviews, governing body meetings, stakeholder presentations, and external forums.
• Prepare monthly institutional performance reports, action plans, and follow-up trackers.
• Maintain a repository of important documents, presentations, and strategic communication.

3. Stakeholder Coordination

• Coordinate effectively with Directors, Deans, faculty heads, department heads, and external stakeholders for timely submission of reports, data, and action updates.
• Ensure smooth communication flow to and from the VC Office with a professional and solution-oriented approach.
• Track progress of assigned action points and ensure timely closure.

4. Operational Excellence

• Assist the VC in prioritizing tasks, preparing for upcoming meetings, and staying ahead of deadlines.
• Draft official communications, letters, emails, and responses on behalf of the VC with clarity and accuracy.
• Ensure discreet handling of confidential and sensitive information.

5. Proactiveness & Initiative

• Anticipate needs, prepare well in advance, and ensure the VC Office is always two steps ahead.
• Identify areas for improvement in systems/processes and suggest implementable solutions.
• Work independently with minimal instructions and deliver high-quality outcomes consistently.

Required Skills & Competencies

• Strong analytical skills with the ability to convert raw data into meaningful insights.
• Excellent communication skillswritten and verbal.
• High proficiency in MS Office Suite, especially Excel, PowerPoint, and data visualization tools.
• Strong coordination, planning, and follow-up abilities.
• Ability to handle pressure, multitask, and meet tight deadlines.
• Professional demeanor, confidentiality, and strong work ethics.
• Highly proactive, detail-oriented, and solution-focused mindset.

Qualifications & Experience

• Masters degree in Management, Administration, or related field preferred.
• 5–10 years of experience in a similar role supporting senior leadership in academic or corporate settings.
• Prior experience in analytics, reporting, or strategic roles will be an added advantage.