Executive Assistant at American University of Nigeria (AUN)

Department: Registrar’s Office
Reports to: Registrar
Oversees whom: N/A

Summary of Position

• The Executive Assistant to the Registrar is charged with the responsibility of providing high-level administrative support services which range from complex to routine, all of which shall contribute to the efficient management of the day-to-day operations in accordance with AUN Policies and Procedures.
• These duties shall include coordinating workflow within the Registry Division, preparing statistical reports, handling information requests, performing clerical functions, preparing correspondence, travels, receiving visitors, arranging conference calls, and scheduling meetings.
• The Executive Assistant shall also relieve the Registrar of administrative detail by setting up a "tickler" system and an “exception reporting" system to handle routine tasks without supervision.
• Also, the Executive Assistant shall routinely re-order office supplies.

Detailed Listing of Responsibilities

• Arrange essential mail in an order of priority for the Registrar
• Check deadlines on incoming requests and put preliminary work in play
• Process replies on own initiative or from the Registrar’s dictation or notes
• Research, draft or abstract reports
• Handle all inquiries professionally and confidentially
• Arrange "call-backs" to protect the Registrar’s time
• Provide back-up materials for call-backs.
• Route calls elsewhere as needed.
• Do phone surveys/inquiries as require
• Maintain calendar; ascertain which events require the Registrar’s attention
• Fix commitments to maximize the Registrar’s time efficiency.
• Prepare agenda for meetings in advance.
• Arrange meeting facilities.
• Act as recording secretary; prepare action minutes.
• As arranged, "rescue” Registrar from laggards.
• Schedule visits away from the Registrar’s area to protect priority/private tasks.
• Arrange travel cash in advance.
• Prepare itinerary, trip file and supplies.
• Prepare expense reports for the Registrar.
• Complete expense reports after every official trip.
• Perform other duties as assigned.

Requirements for the Position

• A good First Degree in Management, Sociology or related discipline from a recognized University
• A minimum of three years post NYSC experience working as an Executive Assistant
• Experience of working in an Academic environment is highly beneficial
• Should possess strong organizational and people skills
• Should possess strong written and oral communications skills
• Should be proficient in the use of Information and Communications Technology tools and e-resources.

Other Requirements, Abilities for the Position:

• Ability to develop a work schedule, set goals, create/implement action plans and monitor progress towards goals.
• Skill in developing and maintaining effective working relationships.
• Skill in typing/word processing and use of personal computer/software.
• Ability to maintain a high level of accuracy and confidentiality.
• Perform to earn Registrar’s full confidence
• Assure discreet handling of all issues.
• Work collaboratively and cooperatively with others.
• Work under pressure.
• Possess great organization skills and planning.

Description of Benefits
Salary and benefits are commensurate with experience and job classification as approved by the University.