Executive Assistant

Role Summary

The Executive Assistant to the Vice Chancellor plays a pivotal role in ensuring the smooth functioning of the Office of the Vice Chancellor. This position requires a highly organised, detail-oriented professional who can manage complex schedules, handle confidential information, communicate effectively with internal and external stakeholders, and provide strategic support on institutional matters.

Responsibilities

• Manage ongoing projects and initiatives, coordinating and tracking them as required by the Vice Chancellor and ensuring their completion as well as successful implementation, thereby handing them over to the relevant people/functions/activities to take them further.
• Provide ongoing analyses of institutional planning efforts and conduct or oversee special initiatives and projects as needed to ensure that the Vice Chancellor’s initiatives and the university's priorities are administered at the highest level with timely and accurate completion.
• Manage the calendar, travel management, and regular communication.
• Coordinate regular university affairs, including planning and coordinating with various stakeholders.
• Take down meeting minutes (Board of Governors, Board of Management, Academic Council, etc.), and process and circulate the minutes to all stakeholders.
• Preparing reports and documents as necessary.
• Responding to emails and attending to external and internal queries in a timely manner.
• Regularly update the Vice Chancellor on daily activities in the office.
• Ensuring the safety and security of all the properties in the office.
• Exercises initiative and independent judgment in the office's daily activities and manages the staff in the office of the Vice Chancellor.
• Provides confidential administrative support to the Vice Chancellor, including but not limited to the preparation of correspondence, reports, presentations, emails, calls, and visitors.
• Oversees and monitors confidential projects assigned to the administration of the Vice Chancellor.

Qualifications

• MBA or Post Graduate in any discipline with a minimum of 10 - 12 years of work experience
• Proficient in Microsoft Office suite
• Experience in managing multiple priorities, administrative coordination, and logistics
• Well-organised, detail-oriented, and able to multitask with great follow-up skills
• Strong written and verbal communication skills