Job Description
KCA University is a dynamic private business university of choice in Kenya committed to quality service and ethical practices. Due to its rapid growth over the years, we are seeking to recruit competent, dynamic and ambitious professionals to fill the following position:Job Details
Executive Assistant to the Vice Chancellor
Reporting To: Vice Chancellor
Terms of Employment: Permanent
Job Grade: 6
Overall Function:
Provide executive, administrative and management support to the Vice Chancellor in a professional manner, exercising sound judgment, tact and utmost confidentiality.
Main Responsibilities:
* Oversee and manage the operations of the office of the Vice Chancellor
* Anticipate and prepare daily schedule of VC’s meetings and priorities. Have a thorough understanding of the Vice Chancellor’s priorities and expectations and take these into account when coordinating his/her complex schedule and providing administrative support
* Schedule appointments with other University personnel, Board of Trustees' members, organizations and/or individuals from the local/national/international community to include the coordination of logistics for site visits on-campus and prospective visits off-campus
* Organize, prioritize and notate the content of incoming materials (mail and e-mail), especially gathered information, special requests and meetings
* Provide confidential executive support and serve as a communication link for the Vice Chancellor and other parties
* May be required to attend meetings with and on behalf of the Vice Chancellor, as deemed appropriate and serve as minuting secretary to all of the VC’s Committees and follow-up on the actions by various managers.
* Prepare and compile materials for conferences and meetings on individual initiative for the Vice Chancellor as appropriate. Together with Corporate Affairs Manager, prepare VC/Chairman’s speeches, remarks on different occasions as deemed fit.
* Prepare and manage the annual budget for the VC’s and Senior DVC’s offices
* Co-ordinate and manage traveling schedules locally and internationally including preparing materials and reports in regards with the meetings
* Maintain electronic and hard copy filing systems for ease of retrieval; responsible for establishing and maintaining a professional and cooperative working environment within the Vice Chancellor’s office.
* Assist the Legal Council in coordinating Board of Trustees & Governing Council meetings, subcommittee meetings, retreats and special meetings coordinated from the VC’s office.
* Perform other related duties as required or assigned.
Minimum Qualifications:
* Bachelor’s degree in Business Administration, Social Science, International Relations or Communication from an accredited college or university
* Diploma in Business Administration, Public Relations or HR Management
* Diploma in Secretarial studies
Experience:
* A minimum of five (5) years successful experience as the lead administrative support person for executive level managers, preferable within a college or university set up.
* Age – Mature individual of 35 – 42 years.
Abilities:
* Proficiency with office computing software, i.e. Microsoft Office, Word-processing, Excel, Power Point
* Experience in drafting and editing proposals and reports
* Ability to design, develop and maintain a filing and record-keeping system and to organize the office to support the pursuit of its development mission
* Ability to express ideas clearly and concisely, orally and in writing
* Ability to communicate and relate to individuals at management and administrative levels
* Posses knowledge of supervisory methods and techniques
* Ability to handle multiple tasks simultaneously and possess a keen sense of priority, customer service excellence, confidentiality, managing changing schedules, sound judgment and creativity.
* Excellent personal communications skills; ability to establish professional relationships with and interact effectively with diverse constituencies
* Ability to travel locally and internationally as required
Interested candidates to send their applications together with Curriculum Vitae and certified copies of their certificates to the following addresses not later than Friday 25th February, 2011.
Vice Chancellor,
KCA University,
P. O. Box 56808, 00200
Nairobi
Or send by email to: gmabishi@kca.ac.ke
Please quote the reference no. of the position you have applied for on the envelope.
We appreciate all applicants, but please note that only short listed candidates will be communicated to.
Only shortlisted candidates will be contacted.
