Administrative Assistant at Rift Valley Institute of Business Studies (RVIBS)

About the Opportunity

The Virtual School Administrative Assistant plays a key role in supporting the Virtual School Administrator with the day-to-day administrative tasks, communication management, and event coordination. This role ensures the smooth running of operations within the Virtual School, assisting with scheduling, maintaining records, coordinating meetings, and supporting both internal and external communication efforts.

Key Responsibilities
General Administrative Support

• Provide administrative assistance to the Virtual School Administrator, including scheduling meetings, managing calendars, and coordinating appointments.
• Draft, edit, and distribute internal and external communications, such as emails, memos, reports, and notices.
• Assist in the preparation of meeting agendas, take minutes during meetings, and ensure that follow-up actions are properly recorded and communicated.
• Maintain and organize documents, files, and records, ensuring they are up-to-date and easily accessible.

Event Coordination and Support

• Assist in organizing virtual events, webinars, orientations, and other online activities.
• Handle event logistics, including invitations, registration, and communication with participants.
• Ensure smooth execution of events by assisting with technical setups, coordinating materials, and following up with participants post-event.

Communication and Scheduling

• Coordinate communication within the Virtual School, ensuring timely distribution of important updates, schedules, and meeting reminders.
• Manage the Virtual School Administrator’s calendar, scheduling meetings, coordinating appointments, and ensuring there are no scheduling conflicts.
• Communicate with students, staff, and external stakeholders as directed by the Virtual School Administrator.

Learner Support

• Assist with the onboarding process for new learners, including helping to gather necessary documentation and communicating relevant information to students.
• Serve as a point of contact for learners, assisting with their inquiries and directing them to the appropriate resources.
• Track learner engagement, attendance, and provide regular updates to the Virtual School Administrator.

Administrative Document Management

• Maintain accurate records of meetings, including agendas, minutes, and follow-up actions.
• Organize and store important documents related to students, events, faculty, and partnerships in a secure and accessible manner.
• Support the preparation of internal and external reports, ensuring all required information is gathered and presented clearly.

Support in Partnerships and Collaboration

• Help maintain partnership records, assisting in tracking commitments, engagements, and documentation related to external collaborators, sponsors, and partners.
• Assist in the preparation of partnership proposals and reports as needed.

Support for Financial and Resource Management

• Assist with tracking budget-related documents, including expenses and invoices related to administrative operations.
• Support the Virtual School Administrator in maintaining records for resource allocation and budget adherence.

Internal and External Communications

• Help manage and track communication with prospective students, external partners, and industry contacts.
• Draft and send out newsletters, social media posts, and promotional material for Virtual School activities.

Performing any other relevant duties assigned by RVIBS authority.

Key Performance Indicators (KPIs)

• Administrative Efficiency: Timely and accurate completion of administrative tasks, including scheduling, record-keeping, and document management.
• Event Coordination Support: Successful planning and coordination of virtual events, ensuring seamless execution and positive participant feedback.
• Communication Timeliness: Efficient and clear communication within the Virtual School, including handling enquiries, meeting reminders, and correspondence.
• Learner Onboarding: Effective coordination of the learner onboarding process, ensuring all new students receive the necessary information and support.
• Documentation Management: Maintenance of accurate and organized records for meetings, events, student files, and partnership agreements.
• Stakeholder Engagement: Positive feedback from students, faculty, and partners regarding communication and coordination efforts.
• Financial Tracking Support: Accurate documentation and reporting of expenses and financial resources related to administrative activities.