Executive Assistant
Introduction
Chartered in 1983, Aga Khan University (AKU, www.aku.edu) is a private, autonomous and self-governing international university, with 13 teaching sites in 6 countries over three continents. An integral part of the Aga Khan Development Network (www.akdn.org), AKU provides higher education in multiple health science and social science disciplines, carries out research pertinent primarily to low- and middle-income countries and operates 7 hospitals (soon 8) and over 325 outreach clinics, all at international standards. It has almost 2,500 students and 14,000 staff. The University is both a model of academic excellence and an agent of social change.
As a
leading international institution dedicated to excellence and change, AKU
operates on the core principles of quality, relevance, impact and access. The
Medical College has 4-year Master of Medicine degrees in anaesthesia, family
medicine, medicine, obstetrics & gynaecology, paediatrics, pathology,
radiology, and surgery.
Applications are invited
from qualified candidates for the position of Executive Assistant in
the Office of the Provost based in Nairobi, Kenya. The position holder will
report to the Provost, Aga Khan University.
Job Purpose:
The Executive Assistant
is responsible for providing executive secretarial support to the Provost and
facilitating key administrative aspects of the Provost’s role. This includes
planning and coordinating the Provost’s calendar, arranging all meetings, as
well as facilitating these meetings when need be. She/he is
responsible for day-to-day communications and oversees communications between
the Provost and internal staff of the University and from time to time,
external contacts. The Executive Assistant will also coordinate all travel,
accommodation and transport arrangements for the Provost.
Responsibilities:
- Organizing
meetings chaired by the Provost – sending out notices and other related
meeting documents.
- Managing
internal and external communications in and out of the Provost’s office.
- Take
initiative, where appropriate, to respond to e-mails that need not involve
the Provost, but in consultation and under the guidance of the Provost.
- Ensures
clear communication from the Provost to other university officers to
ensure coordinated and responsive operation of the university
- Responsible
for coordinating all travel and accommodation logistics, both
local and international, for the Provost while working closely with
the procurement department or AKU approved travel representatives.
- Prepare
trip files and ensure all documents related to the trip are filed.
- Create
and maintain all files in the Provost’s office, in soft copy and hard copy.
- Effectively
plan and schedule appointments in the Provost’s calendar, while ensuring
important appointments/engagements are not missed out.
- Prepare
a daily program folder containing documents related to meetings taking
place each day.
- Coordinate
meetings and events that involve the Provost or other senior administrators
Qualifications
- Bachelor’s
Degree (Business/Office Administration, Management, Communications, or
equivalent)
- Diploma
in secretarial studies is an asset
- Computer
literacy is mandatory with experience of applicable software programs
- At
least 5 years work experience, preferably in a senior secretarial role in
an institution of higher education
- Experience
with executive, administrative, and high-level communication
- Evidence
of strong executive knowledge, including the ability to maintain absolute
discretion and strictest confidentiality
- Experience
working in international settings, especially in developing countries,
with individuals from a variety of backgrounds
- Demonstrated
success in managing and working with people in complex organizations
- Excellence
in written and verbal communications in English
- Ability
to manage multiple tasks in a fast-paced and challenging environment
- Excellent
interpersonal skills and ability to work as a member of a team
- Ability
to prioritize and organize work
- Ability
to work long hours with minimal supervision, has initiative and is
proactive
- Professional
grooming and self-presentation
How to Apply
