Executive Secretary To the Vice Chancellor

Key Responsibilities:

Administrative & Secretarial Support

• Manage the Vice Chancellors calendar, schedule appointments, and coordinate meetings.
  
• Handle confidential documents and information with discretion and professionalism.
  
• Prepare and draft emails, letters, reports, presentations, and meeting minutes.
  
• Organize and maintain files, records, and documentation for easy retrieval.
  
• Coordinate travel arrangements, accommodation, and logistics for official engagements.
  

Coordination & Liaison

• Serve as the primary point of contact between the Vice Chancellor and internal departments, faculty, staff, and external agencies.
  
• Assist in coordinating meetings, review sessions, and official events hosted by the Vice Chancellors office.
  
• Follow up on tasks and action points assigned by the Vice Chancellor to ensure timely completion.
  

Office Management & Communication

• Screen phone calls, visitors, and communication, prioritizing requests and managing responses.
  
• Ensure smooth communication flow between the Vice Chancellors office and other departments.
  
• Manage incoming and outgoing correspondence and ensure timely dissemination of information.
  

Documentation & Reporting

• Prepare meeting agendas, collect relevant documents, and circulate them to stakeholders.
  
• Maintain records of meetings, decisions, and official communication.
  
• Assist in preparing reports, presentations, and official documents required by the Vice Chancellor.
  

Event & Protocol Management

• Assist in organizing academic events, official visits, and high-level meetings involving dignitaries.
  
• Coordinate arrangements for conferences, seminars, and institutional programs attended by the Vice Chancellor.
  
• Ensure that all protocol requirements are met during official engagements.

Experience:

• 5–8 years of experience in executive secretarial or administrative roles, preferably in an academic institution or corporate office.
  
• Experience in handling confidential information and senior-level coordination.
  

Skills & Competencies:

• Excellent verbal and written communication skills.
  
• Strong organizational, multitasking, and time-management abilities.
  
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
  
• High level of professionalism, discretion, and interpersonal skills.
  
• Ability to work independently and handle tasks with minimal supervision.
  
• Strong follow-up and coordination skills.