Executive Assistant to Vice Chancellor

Job Description

The Executive Assistant will provide high-level administrative and clerical support to the Chancellor and Vice Chancellor/Dean of UPES, University. This role involves managing schedules, managing confidential correspondence, organizing meetings and travel, and performing a range of secretarial and skilled tasks that support the daily functions and long-term goals of the leadership team. Responsibilities Own and manage the complex calendars of the Chancellor and Vice Chancellor/Dean — proactively scheduling meetings, calls, and engagements with precision and foresight. Function as the central hub of communication, seamlessly managing the flow of information between senior leadership and internal/external stakeholders. Anticipate needs and follow up on action items, ensuring nothing falls through the cracks. Coordinate all aspects of travel — from flights and hotels to ground transportation and detailed itineraries — with an eye for efficiency and comfort. Prepare for meetings with polish: draft agendas, take clear minutes, and ensure key decisions and follow-ups are captured and actioned. Craft and refining high-quality documents, reports, presentations, and emails that reflect the leadership’s tone and intent. Maintain a sharp focus on confidentiality and discretion in all interactions and communications. Keep the office running smoothly with top-notch administrative support — from document management to spreadsheet creation and organized filing systems. Drive internal communications and engagement efforts by planning team meetings, briefings, and university events. Monitor deliverables, track deadlines, and manage reminders to keep projects and tasks on track. Free up leadership to focus on strategic priorities by confidently managing day-to-day operations and routine tasks. Provide firsthand support in academic administration — timetable deployment, results compilation, student query resolution, and more. Coordinate planning for visiting faculty/guests and ensure a smooth experience for all stakeholders. Continuously seek ways to streamline processes and improve administrative efficiency. Take on new challenges and responsibilities as needed — with flexibility, initiative, and a solutions-first mindset. Qualifications Education : Bachelor’s degree in business administration, Communications, or a related field. Experience : At least 5 years in a senior executive support role, preferably in academia, corporate, or government settings. Technical Proficiency: Skilled in MS Office (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools (e.g., Zoom, Teams). Communication : Strong written and verbal communication skills, with experience drafting professional correspondence and reports. Organization : Proven ability to manage complex schedules, multitask, and maintain accuracy under pressure. Confidentiality : A Prominent level of discretion in handling sensitive information. People Skills : Professional demeanor with the ability to interact confidently across all levels of an organization. Show more Show less