Personal Secretary/Assistant to Vice Chancellor/Chairman

• Job Description:  As a Personal Assistant (PA) to the Vice Chancellor, you will play a critical role in providing comprehensive administrative and secretarial support to ensure the efficient functioning of the Vice Chancellor’s office. You will be responsible for managing a wide range of administrative tasks, coordinating schedules, and handling confidential information with discretion. The ideal candidate will possess excellent organizational skills, attention to detail, and the ability to multitask effectively in a fast-paced environment.

• Key Responsibilities:

1. Calendar Management: Coordinate and manage the Vice Chancellor’s schedule, including scheduling meetings, appointments, and travel arrangements.
2. Communication: Serve as the primary point of contact for internal and external stakeholders, screening and prioritizing incoming communications and inquiries.
3. Documentation and Correspondence: Draft, edit, and proofread correspondence, reports, presentations, and other documents on behalf of the Vice Chancellor.
4. Meeting Coordination: Prepare agendas, attend meetings, and take accurate minutes. Follow up on action items and ensure timely completion.
5. Administrative Support: Provide general administrative support, including managing office supplies, processing expenses, and maintaining filing systems.
6. Confidentiality: Handle confidential information with discretion and maintain the highest level of confidentiality at all times.
7. Relationship Management: Build and maintain effective working relationships with internal and external stakeholders, including senior executives, faculty, staff, and external partners.
8. Event Coordination: Assist in organizing events, conferences, and special projects as required.
9. Research and Analysis: Conduct research, compile data, and prepare reports as directed by the Vice Chancellor.
10. Problem Solving: Proactively identify potential issues and propose solutions to streamline processes and enhance efficiency.

• Qualifications and Skills:

1. Bachelor’s degree.
2. Proven experience as a Personal Assistant or Executive Assistant, preferably supporting senior executives.
3. Excellent verbal and written communication skills, with strong attention to detail.
4. Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
5. Exceptional organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
6. Discretion and trustworthiness when handling confidential information.
7. Strong interpersonal skills and the ability to work effectively in a team environment.
8. Flexibility and adaptability to changing priorities and demands.
9. Professional demeanor and appearance.

• Additional Requirements:

1. Availability to work outside regular business hours when necessary.
2. Knowledge of higher education administration or academic environments is an advantage.

The role of Personal Assistant to the Vice Chancellor requires a proactive and dynamic individual who can anticipate the needs of the Vice Chancellor and provide high-level support to facilitate their effectiveness and productivity.