Executive Assistant, Provost Office at Aga Khan University Hospital

Job Purpose/Summary:

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.

Key Roles and Responsibilities:

• Send out notice of meetings, agenda and other documents related to the meeting to the relevant recipients.
• Organize suitable venues and refreshments for meetings.
• Take minutes of the Provost's meetings.
• Log meetings in the Provost's Calendar and invite all attendees to the meeting.
• Arrange conference calls and ensure the relevant equipment are set up on time.
• Receive, sort and route incoming mail and faxes.
• Attend to all incoming and outgoing calls.
• Take initiative, where appropriate to respond to emails that need not involve the Provost, but in consultation and under the guidance of the Provost.
• Courier off international mail.
• Communicate via phone, email, skype and in-person with a variety of constituents.
• Ensure clear communication from the Provost to other university officers in order to ensure coordinated and responsive operation of the University.
• Raise relevant documents for processing of tickets, visas and accommodation.
• Follow up with relevant departments to get approval signatures.
• Source appropriate flights through AKU approved agents.
• Prepare trip files and ensure all documents related to the trip are filed.
• Ensure guests have their tickets for travel in good time.
• Plan for ground transport for the guests throughout their stay.
• Draw up a program for guests in liaison with the Provost
• Organize accommodation for the guests.
• Receive the visitors on arrival.
• Ensure that reimbursements of regular fuel/entertainment and other expenses according to entitlement are claimed.
• Follow up with Finance office to ensure the money is deposited in the relevant bank account.
• 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.
• Prepare a daily program folder containing documents related to meetings taking place on each day
• Maintain a running list of the Provost's meetings, seminars, conferences, annual events etc.
• Coordinate meetings and events that involve the Provost or other senior administrators.
• Circulate materials before and after for the Provost's meetings as required
• In consultation with the Office of the Provost, prepare the agenda for the Provost administrative roundtable meetings.

Minimum Qualifications and Skill required:

• Bachelor's degree and basic secretarial training.
• Experience in senior secretarial positions in higher education institutions is desired.
• Experience with administrative and high level communication.
• Experience working in international settings, especially in developing countries.
• Experience with the Microsoft Outlook email and calendar software.
• Demonstrated success in managing and working with people in complex organizations.
• Excellence in written and oral 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.
• Demonstrated ability to work responsibly with confidential information.
• Ability to prioritize and organize work.