Executive Assistant

Position: Executive Assistant to the Chancellor

Vacancy: 2 Positions

Experience: 2-5 Years of Relevant Experience Preferred

Joining: Immediate

Location: Barasat, Salt Lake Sector 5 (with frequent travel requirements)

Salary: As per market standards

Role Overview

We are inviting applications for a high-trust, high-responsibility position supporting the Office of the Chancellor.

The Executive Assistant to the Chancellor will serve as a key support professional responsible for ensuring seamless coordination of the Chancellors professional commitments, institutional priorities, strategic initiatives, personal requirements, and external engagements.

This role demands a rare combination of intellectual sharpness, executive maturity, emotional intelligence, impeccable communication, digital proficiency, and absolute discretion.

The ideal candidate should be capable of anticipating requirements, managing complex priorities, maintaining structured systems, and ensuring that the Chancellors time, commitments, communication, and initiatives are managed with precision and efficiency.

This is not merely an administrative role; it is a position of trust, ownership, and strategic support.

Ideal Candidate Profile

• Masters Degree mandatory.
• Strong academic foundation from reputed institutions preferred.
• 2-5 years of experience in Executive Assistance, Leadership Office, Corporate Relations, Consulting, Management Support, Administration, or similar roles.
• Excellent command of English and Bengali communication.
• Ability to interact confidently with senior professionals, executives, clients, academic leaders, and institutional stakeholders.

Key Attributes Required

Executive Presence & Personal Effectiveness

• Well-groomed, polished, and professionally presentable personality.
• Refined communication style and professional etiquette.
• Strong situational awareness and ability to understand priorities.
• High emotional intelligence with the ability to handle sensitive situations calmly.
• Ability to represent the Chancellors office with professionalism.

Trust & Confidentiality

• Absolute discretion in handling confidential professional and personal information.
• Strong ethical judgement and reliability.
• Ability to manage sensitive documents, communications, schedules, and relationships.

Work Style

• Highly organised, proactive, and solution-oriented.
• Ability to anticipate requirements before they are communicated.
• Strong ownership mindset with attention to detail.
• Comfortable working in a fast-paced leadership environment.

Key Responsibilities

1. Executive Support to the Chancellor

• Manage and coordinate the Chancellor’s daily schedule, meetings, appointments, and priorities.
• Maintain calendars, reminders, important dates, commitments, and follow-up actions.
• Prepare meeting schedules, briefs, background information, and action trackers.
• Ensure smooth execution of daily professional activities.
• Support the Chancellor in managing multiple priorities simultaneously.

2. Institutional Coordination & Campus Engagement

• Accompany the Chancellor during campus meetings, leadership discussions, institutional events, and important engagements.
• Coordinate with university departments, leadership teams, and external stakeholders.
• Track important institutional activities and provide timely updates.
• Ensure action points from meetings are followed through to completion.

3. Project Tracking & Execution Monitoring

• Maintain structured trackers for ongoing projects, initiatives, collaborations, and commitments.
• Regularly follow up with concerned teams and stakeholders.
• Monitor progress, identify delays, and escalate important matters requiring attention.
• Prepare updates and summaries for the Chancellor whenever required.
• Ensure important initiatives move forward with accountability.

4. Travel & External Engagement Management

• Accompany the Chancellor for official visits, client meetings, institutional collaborations, and external engagements.
• Manage travel schedules, logistics, accommodation, meeting arrangements, and related coordination.

5. Communication & Relationship Management

• Handle professional correspondence and communication on behalf of the Chancellor.
• Draft emails, messages, reminders, and official communication whenever required.
• Maintain structured databases of important contacts, stakeholders, VIP relationships, and professional networks.
• Maintain records of important interactions and commitments.

6. Chancellor’s Digital Presence & Personal Branding

• Manage and coordinate the Chancellor’s professional social media presence.
• Plan and execute content highlighting:
• Leadership vision
• Institutional achievements
• University initiatives
• Events and engagements
• Thought leadership
• Coordinate with media, design, and communication teams.
• Maintain consistency in the Chancellor’s digital identity and public presence.

7. Digital Tools, AI & Productivity Management

• Identify, evaluate, purchase, and manage useful digital tools, AI applications, productivity platforms, and smart technologies.
• Use AI tools to improve:
• Research efficiency
• Communication
• Scheduling
• Documentation
• Personal productivity
• Maintain awareness of emerging technologies that can improve the Chancellor’s workflow.

Technology & Digital Skills Required

• Strong proficiency with:
  
• Microsoft Office Suite
• Google Workspace
• Digital calendars and productivity tools
• AI tools and applications
• Communication platforms
• Social media platforms
• Ability to quickly learn and manage new digital systems.

Travel & Flexibility Requirements

• Must be comfortable with frequent travel.
• Must be flexible with working hours based on the Chancellor’s schedule and requirements.
• Should be available for urgent priorities when necessary.
• Must demonstrate adaptability and commitment to the role.

What Defines Success in This Role

Success in this position means becoming a reliable extension of the Chancellor’s office.

The ideal candidate will:

• Protect the Chancellor’s time and priorities.
• Ensure commitments are executed without repeated follow-ups.
• Anticipate requirements before they arise.
• Maintain excellence in communication, organisation, and execution.
• Build efficient systems around professional and personal responsibilities.
• Operate with precision, discretion, maturity, and quiet excellence.

This opportunity is ideal for an individual seeking a high-impact leadership support role with significant exposure to institutional strategy, decision-making, technology, and executive operations.