Key Responsibilities

1. Meeting Governance & Minute Taking

a Coordinate, schedule, and organize key university meetings (including Senate, Academic Boards, Faculty Boards, and executive committees).

b Prepare and circulate comprehensive agendas, briefs, and supporting documentation well in advance of scheduled meetings.

c Produce precise, high-quality, and objective minutes of meetings, capturing complex academic discussions, policy decisions, and action items.

d Maintain an organized, secure, and easily accessible digital archive of all meeting minutes, institutional resolutions, and policy updates.

2. Academic Follow-up & Compliance Monitoring

a Act as the proactive liaison between the Executive Office and the academic faculty.

b Track and monitor action items arising from meetings, systematically following up with Deans, Heads of Departments, and individual academics to ensure deadlines are met.

c Assist in monitoring timelines for critical academic cycles, including exam paper submissions, curriculum reviews, quality assurance reports, and student grievance resolutions.

d Escalate potential delays or compliance issues to the Deputy Vice-Chancellor with proposed solutions.

3. Executive Secretarial Support

a Manage the calendar, scheduling, and correspondence related to academic governance bodies.

b Draft official memos, letters, and institutional notices on behalf of the academic leadership.

c Handle sensitive and confidential university information with the highest level of discretion.

Required Qualifications & Experience

• A bachelor’s degree from a recognized university in Business Administration, English, Secretarial Studies, or a related discipline.
• Ideally minimum of 1–3 years of experience in executive secretarial work or administrative administration, ideally within a higher education institution or a highly structured corporate environment.
• Exceptional, verifiable experience in high-level minute-taking and managing meeting workflows is essential.

Key Skills & Competencies

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and institutional management systems. Experience with digital task-tracking or project management tools (e.g., Trello, Asana, MS Planner) is a distinct advantage.
• Very good** **written and spoken English, with the ability to articulate complex academic discussions clearly and professionally.
• A strong, assertive, yet diplomatic interpersonal style necessary to effectively follow up on deadlines with senior academic staff and professors.
• Outstanding project-tracking skills with the ability to manage multiple deadlines simultaneously without compromising on accuracy.