Overall Responsibility:

The Executive Secretary will be expected to provide a high level confidential and professional administrative support to the DVC ARSA’S office. The role will act as a central point of contact and provide all necessary support and assistance for the DVC ARSA and the efficient running of the Office.

Key Duties and Responsibilities:

To maintain daily schedules and coordination of the Deputy Vice Chancellor’s Office commitments.

To arrange and coordinate appointments and meetings for the DVC ARSA.

Provide high level secretarial support to the DVC including responsibility for:

Diary management

Day to day communications (telephone, email, received correspondence) with internal and external stakeholders.

Draft correspondence

Proofing Deputy Vice-Chancellor reports and documents

Undertake general research and documentation of material at the request of the DVC and prepare written reports and data tables as required.

Support the University in preparation of reports for the University Trustees and committees of the University council as required by the Supervisors.

Ensure follow up with the relevant Officers on implementation of action points from the governance organs and University Management meetings.

To act as secretary to the Executive and DVC committee meetings (internal and external) working with the Chair to proactively provide timely agenda and minutes and appropriate follow up.

Establish and monitor follow up / actions required from the Office of the Deputy Vice Chancellor and respond to various university boards, as well as their sub committees to ensure deadlines are met.

Assist in the implementation of the university strategic plan

To make all logistical arrangements including travel, for the DVC ARSA.

To manage accurately and efficiently to all enquiries and those who report to DVC.

To deal with sometimes distressing situations on behalf of the DVC, ARSA and Student Experience, as first point of contact.

Upload and maintain new academic programmes in the CUE (Commission for University Education) system, ensuring accuracy and compliance with regulatory requirements.

To appropriately execute any other duties as directed by the Deputy Vice Chancellor, or other senior university officers.

Qualifications and Experience

A Degree in Business Administration or any other related field. ( A Masters will be an added advantage.)

A minimum working experience of 3 years working with top management staff

Must be highly proficient with multiple Microsoft office systems and other related Software

Skills and competencies

Excellent communicator, a good listener and dedicated to detail.

A wide exposure, broad knowledge and up to date with current University affairs.

Able to work perfectly under strict deadlines and pressure.

Able to take up emergency assignments and perform them effectively.

Upholds sound work ethics and is highly disciplined.

Cultural awareness and sensitivity.

Possessing tenacious attitude, friendly, honest, trustworthy, respectful and flexible.