Senior Office Administrator at United States International University - USIU Africa

Job Summary:

To provide comprehensive, proactive and confidential executive support services to the Vice-Chancellor with a particular focus on effective management of the calendar, travel, internal and external communication.

Key Responsibilities

Management of Vice Chancellor’s calendar

• In consultation with the VC, the role is responsible for organizing and managing bookings on the VC’s calendar.
• Liaise with other departments on information about meetings requiring VCs participation.

Travel and Events Management

• Coordinate travel arrangements, flight bookings, hotel accommodations, visas, ground transportation, and other travel logistics for the VC, BoT and University Council members as well as other guests as advised.
• Liaise with event organizers to coordinate event logistics for the VC including travel arrangements, communications, and pre-meeting materials.
• Prepare, reconcile and submit VC expense reports.

Relationship Management and Communication

• Serve as the point person for external institutions, individuals and internal stakeholders who need to contact the VC.
• Monitor and track documents, projects and tasks, ensuring attention to time-sensitive issues and longer-term initiatives, and providing background information when needed.
• Provide relevant documents for meetings and travel when needed.
• File properly and keep up-to-date records of all documents and correspondence of the Vice Chancellor Office.
• Regular checking of Incoming and outgoing emails on the VC email account, apprising the VC of urgent requests and following up to ensure closure of outstanding matters within set timelines.
• Draft, review and send communication on behalf of the VC as directed.
• Maintain confidential and sensitive information.

Qualifications /Educational/Professional/experience/Personal Attributes

• Bachelor’s Degree required; background or interest in social science or business administration/management preferred.
• At least 3 years of professional experience providing high-level administrative support in fast paced office setting, or educational equivalent.
• Experience in handling confidential and sensitive information.
• Experience with coordinating international travel and complex logistics.
• Ability to work independently and take initiative; must be a quick learner, able to multi-task and easily adapt to changing circumstances.
• Advanced organizational skills and capacity to handle multiple assignments and meet deadlines with attention to detail and quality.
• Ability to effectively work on a team in a complex, fast paced environment.
• Proficiency in Microsoft Office and Google Suite.
• Exceptional interpersonal skills including ability to interact professionally with culturally diverse staff, partners, and clients.
• Sense of humor, patience, a positive attitude, flexibility, and a passion for social justice required.