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Job Description

University of Hebron is a newly established Private University based in the City Centre of Lilongwe and looking for an Executive Assistant to support the Vice Chancellor and the entire executive team. Under direction, to serve as Executive Assistant to the Vice Chancellor of Finance and Administrative Services; to independently perform a wide variety of highly skilled and responsible administrative/clerical support; to assist the Vice Chancellor, in his/her Division-wide responsibilities, by planning, organizing, coordinating, and participating in the operations of the office and to do related work as required.


Position: Executive Assistant

Duties may include, but are not limited to, the following:

  • Perform highly skilled administrative support and oversight for a major executive office (Finance & Administrative Services), processing administrative details not requiring immediate attention of the Vice Chancellor.
  • Initiate and respond to a wide range of contacts with administration, faculty, staff, students, consultants, agencies, and the public, which require sensitivity, good judgment and ability to maintain confidentiality.
  • Receive calls and visitors, determine needs, and provide information; exercise discretion in arranging appointments, and maintaining calendar for the Vice Chancellor; schedule and arrange meetings.
  • Review, sort, prioritize, and process office mail; compose and respond to correspondence independently.
  • Prepare, screen, review, assemble, type, draft, and edit a wide range of materials for submission to the Council, Board of Directors, and others.
  • Prepare agenda and supporting materials for meetings conducted by the Vice Chancellor. Write, maintain, interpret and disseminate information and procedures; collect, organize data, evaluating per criteria, standards, and procedures.
  • Maintain control files of matters in progress and expedite their completion.
  • Design, establish, and maintain varied forms and records appropriate to information retention and retrieval needs of the Vice Chancellor.
  • Arrange travel itineraries, including airline, hotel reservations, car rentals and other related activities.
  • Perform other related job duties as assigned.

MINIMUM QUALIFICATION:

  • Office management and skill in planning and managing the work of a major executive office.
  • Business telephone etiquette.
  • Modem office equipment and procedures and skill in using a variety of computer applications, including Microsoft Office Suite, data base programs for record keeping and reporting, and advanced word processing techniques.
  • Advanced principles and methods of business letter and report preparation, and demonstrated skill in composing, proofreading, and preparing correspondence.

Ability to:

  • Perform highly skilled secretarial/clerical work in a major executive office, handling administrative details.
  • Receive confidential information and maintain confidentiality.
  • Read, understand, interpret, and apply with judgment rules, regulations, policies and other difficult written materials in a wide variety of situations and applications.
  • Accept responsibility for decision making, think critically and use good judgment in recognizing scope of authority.
  • Work independently, plan and organize work to meet deadlines, demonstrate skills in organizing, scheduling, and managing time for self and others.
  • Understand and carry out oral and written instructions.
  • Interact effectively in person and on the telephone with a wide range of persons in situations requiring the exercise of judgment, diplomacy, tact and firmness both in person and on the telephone, including dealing with upset or irate people.
  • Work under adverse conditions such as frequent interruptions and busy phones.
  • Take dictation for official letters, memoranda and reports, and quickly and accurately transcribe Into final form.
  • Collect, organize, evaluate, and present data, including standards and procedures, and prepare reports.
  • Design, establish, and maintain varied records to meet the information retention and retrieval needs of the Vice Chancellor, including a complex file system of technical materials cross-referencing.
  • Establish and maintain effective relationships with those contacted in the course of work.



How to apply

All applications with copies of current CV should be addressed to:

The Vice Chancellor,
Appointment and Recruitment Committee,
University of Hebron (UHB)
P.O. Box 1376
Lilongwe

Email: info@uhb.com  & copy to universityofhebron@gmail.com

not later than 30 November 2019


Skills Required


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Job Detail

  • Location
    Lilongwe
  • Company
  • Type
    Full Time
  • Positions
    1
  • Apply Before
    01 Dec, 2019

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