Executive Assistant – Office of Senior Executive Leadership members

Job Title: Executive Assistant – Office of Senior Executive Leadership members

Job Summary

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Key Responsibilitie

Executive Support·

- Manage the daily calendar, appointments, and meetings of the senior leader.

- Coordinate internal and external communications, ensuring timely responses and professional tone.

- Prepare, format, and proofread emails, letters, reports, meeting minutes, and policy documents.

Meeting & Event Coordination·

- Organize leadership team meetings, academic council gatherings, and institutional events.·

- Prepare agendas, circulate documents, record minutes, and follow up on action items.·

- Manage logistics for workshops, delegations, and official visits.

Academic & Institutional Liaison·

- Serve as a liaison between the senior leader and internal departments, faculty, and external stakeholders.·

- Track important institutional deadlines and submissions (e.g., accreditations, board reports).·

- Support coordination with national and international academic bodies.

Confidential Record Management·

- Maintain organized, secure filing (digital and physical) of confidential documents and official correspondence

- Handle personnel and academic records with discretion.

Office Operations & Logistics·

- Arrange travel, accommodation, and local transport for the senior leader.·

- Manage reimbursements, expense reports, and vendor coordination where required.·

- Ensure the smooth running of the executive office, including procurement and basic logistics.

Communication & Presentation Support·

- Assist in drafting speeches, presentations, and briefings.·

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Qualifications & Skills

- Graduate degree in any discipline. Additional qualification in Office Management/Secretarial Practice is a plus.·

- 5+ years of experience in executive support or secretarial roles, preferably in academic or institutional settings.·

- Excellent written and verbal communication skills in English.·

- Strong organizational skills with attention to detail and the ability to multitask.·

- Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook); familiarity with Google Workspace is a plus.·

- Discretion, integrity, and a service-oriented mindset.·

- Ability to handle high-pressure situations and tight deadlines with poise.

Work Conditions

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Compensation

Commensurate with qualifications and experience. Includes benefits as per institutional norms.