Reporting To: The Vice Chancellor

JOB SUMMARY

The Executive Assistant to the Vice Chancellor (VC) relieves the VC of operational and administrative details and performs administrative functions that require a thorough knowledge of University policies, procedures, and operations and an understanding of the University’s role within the wider community.

He/She has recurring contact with members of the Senior Management Team, Senior Administrators and Executives, Academic Heads, public and private officials, the media, students, staff, and parents. The Jobholder exercises initiative and independent judgment in managing the VC’s schedule and the office’s daily activities in a manner that reflects the VC’s priorities and the CIU’s mission, vision, and values.

He/She uses discretion in the dissemination of information to faculty, students, staff, and the various publics served by the University and coordinates activities with several major subordinate administrative units of the University.

The Executive Assistant demonstrates commitment to continuous quality improvement and to providing outstanding service to a variety of internal and external University stakeholders and maintaining an overall standard of excellence for the staff in and out of the Office of the VC.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Executive Office & Calendar Management

• Manages and coordinates the Vice Chancellor’s (VC’s) complex calendar, including appointments, meetings, social engagements, University functions, and community events.
• Coordinates the VC’s daily schedule and ensures efficient use of the VC’s time.
• Facilitates official travel arrangements for the VC and other official visitors, including approvals, itineraries, and expense documentation.
• Supports the VC with other administrative and executive functions as assigned.

2. Stakeholder Relations & Executive Liaison

• Serves as a key liaison between the VC and University administrators, Executive and Senior Management (Exec/SMT), University Council members, faculty, staff, students, alumni, government officials, partners, and other stakeholders.
• Communicates and interprets University policies, decisions, and official documents on behalf of the VC’s Office.
• Represents the VC’s Office on selected University and civic committees.
• Receives and assists visitors and responds to inquiries from internal and external stakeholders, referring matters to the appropriate offices where necessary.
• Promotes a positive image and reputation of the University through professional and responsive engagement.

3. Executive Correspondence & Communication Management

• Manages the flow of incoming and outgoing correspondence for the VC’s Office.
• Receives, reviews, routes, and responds to communications as appropriate.
• Prepares correspondence, reports, briefing documents, and other materials for the VC’s review, approval, and signature.
• Reviews documents for completeness, accuracy, and consistency before submission to the VC.
• Coordinates and distributes weekly Exec/SMT agendas, minutes, and action points.
• Follows up on communications and action items to ensure timely resolution and completion.

4. Events & Engagement Coordination

• Coordinates events and activities hosted or supported by the VC’s Office, including:
  • Charity and Community Projects
  • Rose’s Journey Scholarship Programme
  • Exit Career Package Workshops
  • Speaking Engagements
  • Public Lectures
  • Collaborating Partners’ Visits
• Coordinates venues, participants, invitations, programmes, agendas, audiovisual equipment, and other logistical requirements.
• Provides on-site coordination and support during events.
• Exercises independent judgment in managing last-minute changes, alternative arrangements, and event-related challenges.

5. Executive Administration & Governance Support

• Supports the VC in exercising oversight responsibilities by reviewing and monitoring personnel action forms and other administrative documentation.
• Reviews correspondence and documents prepared by University offices for the VC’s approval and signature.
• Coordinates information and documentation required for executive decision-making.
• Supports communication and coordination between the VC’s Office and Executive/Senior Management.

6. Budget & Financial Administration

• Supports the development and management of budgets under the VC’s Office.
• Maintains accurate budget and financial records.
• Reconciles and verifies vouchers, receipts, and other financial documentation.
• Prepares financial reports, summaries, and related budget information.
• Processes budget transfers where necessary.
• Reviews and verifies official and international travel documentation and associated expenses.

7. Research, Reporting & Information Management

• Conducts research and retrieves information required by the VC’s Office.
• Collects, compiles, and tabulates data and statistics.
• Prepares periodic reports in clear, useful, and accessible formats to support reporting and decision-making.
• Maintains accurate records and documentation for the VC’s Office.

8. Records & Confidential Information Management

• Oversees the VC’s Office filing and records management systems.
• Creates, updates, organizes, retrieves, and maintains administrative files and records.
• Determines appropriate retention and disposal schedules in accordance with University requirements.
• Safeguards confidential information and exercises appropriate discretion when handling sensitive administrative records and communications.

9. Professional Development & Institutional Contribution

• Maintains current knowledge and professional competence through professional reading, training, seminars, courses, and networking.
• Develops professional relationships with colleagues and stakeholders.
• Promotes an inclusive work environment that respects and values diverse cultures and backgrounds.
• Performs other duties and responsibilities as assigned in support of the overall success of the University.

SUMMARY KEY AREAS

• Complex Schedule Management
• Management of Communication
• Strategic Planning and Execution Support
• Operational Oversight in collaboration with Office of the Registrar and HR
• Event, Project Management and Resource Mobilization
• Curriculum Development Support
• Monitoring and Evaluation

MINIMUM ACCEPTABLE QUALIFICATIONS

Education:

• A Master’s Degree with at least 2 years’ experience, and/or
• A Bachelor’s Degree with 3–5 years’ experience in a similar or related role.

Experience:

Strongly Desirable:

• At least 2–5 years of increasingly responsible secretarial, administrative, communications, and management experience.
• Track record of successfully managing simultaneous projects and meeting deadlines consistently in a fast-paced work environment.
• Experience in project management, research, report, newsletter, and grants writing.
• Strong IT skills—proficient with multiple computer applications.

Desirable:

• Extensive knowledge of general office procedures and practices and responsibility for the supervision of others on a regular basis.
• Proven track record of management in an executive environment.
• Understanding of all entities within the University and their relations and interface to the University, with demonstrated experience consulting and advising senior-level executives.

KNOWLEDGE, SKILLS AND ABILITIES: REQUIRED

• Excellent verbal, written, and communication skills are required; i.e., the ability to communicate effectively verbally and through written correspondence as well as in communicating with individuals in one-on-one situations.
• A precise command of grammar, punctuation, spelling, and the correct usage of the English language.
• Attention to detail and ability to follow through effectively.
• Trustworthy.
• Adeptness with multitasking and problem solving.
• Computer literacy, including keyboarding ability and proficiency with word processing, spreadsheets, graphics, and presentation software.
• Excellent organizational and planning skills.
• Must be able to work independently, use initiative, and make substantive decisions quickly.
• Ability to develop knowledge of, respect for, and skills to engage with people of other cultures or backgrounds.

SUPERVISION

The Executive Assistant to the VC is supervised by the Vice Chancellor and supervises Student Workers, Research Assistants, Interns, and other Administrative Assistants attached to the VC’s Office.

PHYSICAL EFFORT AND WORK ENVIRONMENT

The work environment consists of exposure to physical conditions typical of a normal office environment. Most of the job is performed while sitting, although the work may require occasional to medium standing or walking, including stair climbing, and/or the lifting and carrying of small objects.

It is anticipated that this job description will change over time in accordance with the needs of the role and organization. The role holder will be fully consulted on any proposed amendments.