Executive Secretary to the Vice Chancellor at James Hope University Business School

Job Summary

• The Executive Secretary shall provide administrative and operational support to the Vice Chancellor.

Roles and Responsibilities

• Work directly with the Vice Chancellor to support all aspects of his daily work routine.
• Maintain the Vice Chancellor calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
• Includes receiving and screening the Vice Chancellor phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
• Provide coordination, monitoring, and communication of projects and program for the Vice Chancellor.
• Independently research confidential, controversial and restricted data other material as required by the Vice-Chancellor and his deputies for various projects
• Assist the Vice Chancellor in the development of presentations and white papers for internal and external audiences.
• Determine priority of matters of attention for the Vice Chancellor; redirect matters to staff to handle, or handle matters personally, as appropriate.
• Keep the Vice Chancellor advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Compose and prepare letters relating to routine correspondence for the Vice Chancellor signature.
• Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate.
• Prepare, reconcile, and submit expense reports.
• Maintain confidential and sensitive information.
• Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
• To assist in the preparation of all international travel itineraries and as such, coordinate all arrangements for the international visits where the Vice-Chancellor has involvement
• To appropriately execute any other duties as directed by the Vice-Chancellor
• To make all logistical arrangements, including travel, for the Vice-Chancellor his/her deputies
• To respond accurately and efficiently to all enquiries from the Vice-Chancellor and his/her deputies, using own initiative and to liaise effectively with internal and external contacts.

Requirements

• Candidate should be a graduate from a recognised university.
• A minimum working experience of 5 years working with top management staff, preferably in a higher education institution
• Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel)
• Excellent verbal and written communication skills
• A wide exposure, broad knowledge and up to date with current affairs
• Able to work perfectly under strict deadlines
• Able to take up emergency assignments and perform them effectively
• Upholds sound work ethics and is highly disciplined
• Cultural awareness and sensitivity thereof
• Possessing a tenacious attitude, friendly, honest, trustworthy, respectful and flexible
• Able to work with minimal supervision, independently or as part of a team
• Excellent organizational and time management skills
• Good analytical/critical thinking.