Executive Assistant
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Job summary
The role is responsible for providing Executive Assistance to the Vice Chancellor and Executive Director, involving administrative and clerical support, managing communication with key external University stakeholders, and relieving them of operational, clerical, and administrative details to support achievement of the goals of the respective offices.
Min Qualification:
Bachelors
Experience Level:
Mid level
Experience Length:
5 years
Language Requirement:
English
Working Hours:
Full Time - 9 to 5
Applicant Location:
Uganda
Job descriptions & requirements
Reports to: Dual reporting line to the Vice Chancellor and Executive Director
SECTION 2: JOB PURPOSE
The role is responsible for providing Executive Assistance to the Vice Chancellor and Executive Director, involving administrative and clerical support, managing communication with key external University stakeholders, and relieving them of operational, clerical, and administrative details to support achievement of the goals of the respective offices.
SECTION 3: KNOWLEDGE, SKILLS, AND EXPERIENCE
▪ Master’s Degree in a relevant field, like MBA/Marketing/International Relations (desirable)
▪ Bachelor’s Degree in Public or Business Administration/International relations/Industrial Psychology
▪ At least 5 years’ post-qualification experience in a busy commercial environment
▪ High degree of accountability, responsibility, and commitment to duty and service
▪ Person of high integrity & confidentiality
▪ Highly organised with good planning & organisational skills.
▪ Tact, swiftness, and attention to detail are a MUST
▪ Excellent time management
▪ Excellent interpersonal and people skills.
▪ Good problem-solving and quick decision-making skills
▪ Appreciation of values of excellence, innovation, self-drive, and a learning environment.
SECTION 4: KEY RESULT AREAS
1. Administrative
▪ Coordinate and manage matters and activities related to protocol on behalf of the Office of the Vice Chancellor and Executive Director
▪ Initiate speeches, presentations, pitches, and materials on behalf of University Council members and the Executive Offices.
▪ Arrange and coordinate meetings and appointments for the University’s Executive Offices
▪ Manage calendars, diaries, work schedules, and communications for the respective offices
▪ Organization and coordination of key university events such as graduation, University Council meetings, and any other events related to the offices of the Vice Chancellor and Executive Director
▪ Handle all logistical and travel arrangements for the offices of the Vice Chancellor and Executive Director in a timely and cost-efficient manner
▪ Respond accurately and timely to internal and external enquiries about the University’s Executive Offices
▪ Initiate and oversee the purchase and arrange for maintenance of office furnishings, ICT, and general equipment for the University’s Executive offices
2. Communication
▪ Maintain strategic corporate partnerships and relationships with media houses
▪ Website management –Activate and follow up entries on the university web portal, ensuring accuracy of information
▪ Follow up content relating to the University on social media, websites, media, and any other distribution channels, keeping the University Executives informed.
▪ Keep abreast of national and global emerging issues, trends, events, news, and deadlines that affect the University and advise the University Executives accordingly.
▪ Work as a liaison with nominated Public Relations and Marketing firm(s) to coordinate set objectives, deadlines and schedules
▪ Promote a positive image of the university by courteously handling visitors to the University’s Executive Offices, responding to inquiries from various University Stakeholders (students, faculty, staff, parents, legislators, alumni, media, and any other officials)
▪ Participate in the development of University Publications as per set standards and spearhead dissemination initiatives
3. Clerical Support
▪ Provide secretarial support to the Offices of the Vice Chancellor and Executive Director
▪ Organize and monitor meeting attendance, including but not limited to the Senior Management Team, meeting with strategic partners
▪ Provide rapporteur services, produce, file, and secure meeting minutes, and follow up on actionable points as appropriate
▪ Providing filing and archiving services to the University Executives
▪ Preparation of all correspondence and any other documentation as may be requested by the Vice Chancellor and Executive Director
SECTION 5: COMMUNICATIONS AND WORKING RELATIONSHIPS
Internal
▪ Senior Management Team
▪ Operations Management Team
▪ Maarifa Executives
▪ All other Line departments, both administrative and academic
▪ Students
External
▪ National Council for Higher Education
▪ University Advisory Council
▪ Media Houses
▪ PR Firms
How to Apply:
All applications will be received and reviewed through the BrighterMonday Portal by clicking on the 'Apply Here' section
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