Executive Assistant- Registrar Office

Designation of : Executive Assistant

Reporting to : Registrar

Duties and Responsibilities

Position Summary:

The Executive Assistant to the Registrar provides comprehensive administrative and operational support to the Registrar's Office, ensuring smooth functioning of all activities. The role involves coordinating meetings, managing communication, maintaining records, and supporting various university processes such as admissions, examinations, compliance, and governance. The Executive Assistant acts as a liaison between the Registrar and internal/external stakeholders, ensuring efficient handling of university operations with a high degree of professionalism and confidentiality.

Key Responsibilities:

1. Administrative Support to Registrar:

• Manage the Registrars calendar, schedule meetings, and coordinate appointments.
• Draft, review, and manage correspondence, reports, and official documents on behalf of the Registrar.
• Prepare meeting agendas, take minutes, and follow up on action items.
• Handle confidential information with discretion and maintain secure filing systems.

2. Communication & Coordination:

• Serve as the primary point of contact for communication with faculty, staff, students, and external stakeholders on behalf of the Registrar.
• Coordinate with various departments to ensure timely execution of university policies, procedures, and initiatives.
• Manage communication for the Registrar’s Office, including emails, phone calls, and official notices.

3. Record Keeping & Documentation:

• Maintain and update official records, including student records, compliance reports, and meeting documentation.
• Ensure proper documentation of all activities related to admissions, examinations, and governance processes.
• Assist in preparing reports for university committees, governing bodies, and regulatory authorities.

4. Process Management:

• Ensure compliance with university policies, government regulations, and accreditation requirements.
• Support in drafting policies, guidelines, and circulars issued by the Registrar’s Office.

5. Event Management:

• Assist in planning and executing university events, including convocations, faculty meetings, and other official functions.
• Coordinate logistics for meetings, workshops, and seminars involving the Registrar’s Office.

6. Special Projects & Other Duties:

• Assist in the execution of special projects and initiatives led by the Registrar’s Office.
• Support the Registrar in implementing governance and compliance frameworks.
• Perform any other duties assigned by the Registrar to ensure smooth functioning of the office.

Minimum Qualification & Experience:

• Bachelor’s Degree in any discipline (Master’s Degree preferred).
• Additional certifications in administration, office management, or project management will be an advantage.
• Post-graduate in any stream preferably- Management/ Business Communication
• 5+ years of experience in administrative roles, preferably in higher education institutions.
• Experience and interest in internal and external communications, partnership development Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms

Desired Skill Set

• Strong organizational and time management skills with the ability to multitask and prioritize effectively.
• Excellent communication skills (both verbal and written) with the ability to interact with stakeholders at all levels.
• High level of discretion, professionalism, and confidentiality.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with university ERP systems.
• Strong attention to detail and problem-solving abilities.
• Ability to work independently and as part of a team in a fast-paced environment.
• Familiarity with university policies, procedures, and regulatory frameworks is an added advantage.