Executive Assistant/ Secretary - Adamas University

Job Summary:
The Secretary to the Pro Vice Chancellor (PVC) at Adamas University plays a crucial role in providing administrative and organizational support to the PVC. This position ensures smooth operations by handling daily tasks, maintaining efficient communication, and coordinating the PVC's activities. The Secretary will handle sensitive information with discretion and be the point of contact between the PVCs office and various stakeholders, both internal and external.

Key Responsibilities:

1. Administrative Support:
   
• Manage the PVCs schedule, calendar, and appointments, ensuring timely organization of meetings and events.
• Prepare and organize documents, reports, presentations, and correspondence.
• Maintain records and files, ensuring that all documents are easily accessible and up-to-date.
• Handle confidential information with utmost discretion and professionalism.

1. Communication:
   
• Serve as the first point of contact for internal and external inquiries directed to the PVC's office.
• Manage incoming and outgoing communication, including emails, phone calls, and mail.
• Draft and proofread letters, memos, and reports on behalf of the PVC.
• Coordinate with faculty, staff, students, and external partners to relay important information and requests.

1. Meeting Coordination:
   
• Schedule, organize, and prepare agendas for meetings involving the PVC.
• Take minutes during meetings and follow up on action items.
• Ensure timely dissemination of meeting outcomes to all relevant stakeholders.

1. Event Coordination:
   
• Assist in organizing academic, administrative, and ceremonial events involving the PVC.
• Coordinate logistics, including venue arrangements, guest invitations, and event documentation.

1. Travel and Logistics:
   
• Arrange travel, accommodation, and transportation for the PVC for academic and administrative engagements.
• Ensure all travel-related expenses are recorded and reimbursed according to university policy.

1. Miscellaneous Tasks:
   
• Provide general office management, including office supplies, equipment maintenance, and ordering materials.
• Assist in special projects as directed by the PVC.

Qualifications and Requirements:

• Educational Qualification: A minimum of a Bachelor’s degree in Business Administration, Office Management, or a any relevant field.
• Experience: Proven experience in a similar administrative or secretarial role, preferably within an academic or higher education setting.
• Skills:
• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication skills.
• Ability to work independently and as part of a team.
• Attention to detail and a high level of professionalism.
• Discretion and the ability to handle confidential information appropriately.

Desirable Attributes:

• Ability to prioritize and manage time effectively.
• Strong interpersonal skills and the ability to interact with individuals at all levels.
• A proactive, solution-oriented approach to tasks and problem-solving.