Executive Assistant, Office of the Provost at Aga Khan University Hospital

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 locally 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 on each day.
• Coordinate meetings and events that involve the Provost or other senior administrators

Qualifications and Skill required:

• 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
• Exposure to Corporate Communications
• 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