Personal Assistant / Secretary (Male)

Department: Office of the Vice Chancellor

Reports To: Vice Chancellor

Job Purpose:

To provide high-level administrative, secretarial, and organizational support to the Vice Chancellor (VC), ensuring the smooth operation of the VCs office and enabling the VC to focus on strategic and leadership responsibilities.

Key Responsibilities:

Administrative Support:

 Manage the VC’s daily schedule, including appointments, meetings, and travel

arrangements.

 Handle confidential correspondence, emails, phone calls, and other communications on

behalf of the VC.

 Draft, format, and proofread letters, reports, presentations, and other documents.

 Maintain organized records and filing systems (physical and digital).

Meeting Coordination:

 Organize internal and external meetings, including preparing agendas, minutes, and

necessary documentation.

 Liaise with academic and administrative departments to coordinate VC’s engagements.

 Follow up on action items and decisions from meetings.

Communication & Liaison:

 Serve as the point of contact between the VC and university stakeholders, including staff,

faculty, students, governing bodies, and external agencies.

 Handle sensitive and confidential matters with discretion and professionalism.

Event & Travel Management:

 Plan and coordinate VC’s participation in university events, conferences, and official

functions.

 Arrange logistics for domestic and international travel, including tickets, visas,

accommodation, and itineraries.

Office Management:

 Ensure the VC’s office is well-organized and runs efficiently.

 Supervise junior clerical staff (if applicable) assigned to the VC’s office.

Special Assignments:

 Assist in the preparation of reports, speeches, and strategic documents.

 Support the implementation and tracking of key projects and initiatives under the VC’s

leadership.

Key Skills and Competencies:

 Excellent written and verbal communication skills.

 Strong organizational and time management abilities.

 High level of discretion, integrity, and professionalism.

 Proficient in MS Office (Word, Excel, PowerPoint, Outlook).

 Ability to multitask and work under pressure.

 Attention to detail and accuracy.

Qualifications and Experience:

 Bachelor’s degree (preferably in Administration, Management, English, or related fields).

 Minimum 3–5 years of experience in a similar executive assistant or administrative role.

 Prior experience in an academic or educational institution is an advantage.

Job Types: Full-time, Permanent

Pay: ₹18,000.00 - ₹25,000.00 per month

Benefits:

• Health insurance
• Provident Fund

Ability to commute/relocate:

• Indore, Madhya Pradesh: Reliably commute or planning to relocate before starting work (Preferred)

Experience:

• Personal assistant: 1 year (Preferred)

Language:

• English (Preferred)

Work Location: In person