Executive Assistant

About the Role

The Executive Assistant (EA) to the Pro Vice Chancellor is a high-impact role responsible for providing strategic, administrative, and operational support to the institutions top leadership. This role requires exceptional organizational skills, confidentiality, stakeholder management, and the ability to operate in a fast-paced, high-visibility environment.

Key Responsibilities

• Provide end-to-end executive support including calendar management, meeting scheduling, and travel coordination
• Act as a gatekeeper and liaison between the Pro VC and internal/external stakeholders
• Prepare and manage reports, presentations, briefs, and correspondence on behalf of leadership
• Coordinate high-level meetings, board interactions, and leadership forums (agenda, MOMs, follow-ups)
• Manage confidential information and sensitive communication with utmost discretion
• Track and ensure closure of key action items and strategic priorities
• Support in decision-making by collating data, insights, and background research
• Coordinate with departments to ensure alignment on institutional priorities
• Handle visitor management including dignitaries, partners, and delegates
• Oversee travel logistics, itineraries, and event coordination for leadership

Key Result Areas (KRAs)

• Seamless calendar and stakeholder management for leadership
• Timely preparation of high-quality reports and communication
• Effective tracking and closure of strategic initiatives
• High level of confidentiality and professionalism
• Strong coordination across departments and external stakeholders

Required Qualifications & Experience

• Education: Bachelors / Masters degree (MBA preferred)
• Experience: 5–10 years as an Executive Assistant supporting CXO/Leadership roles (preferably in education or large organizations)
• Experience in handling senior leadership offices is highly preferred

Key Skills & Competencies

• Exceptional communication (written & verbal)
• Strong organizational and multitasking abilities
• High level of discretion and confidentiality
• Advanced proficiency in MS Office (PowerPoint, Excel, Word)
• Strong stakeholder management & interpersonal skills
• Ability to work under pressure and manage conflicting priorities
• Attention to detail and problem-solving mindset