Personal Assistant to the Vice ChancellorOrganize and maintain the Vice Chancellor's diary, scheduling appointments, meetings, and travel arrangements.
Coordinate meetings with internal and external stakeholders, ensuring efficient time management.
Prepare itineraries and ensure the Vice Chancellor is well-prepared for each engagement.
2. Communication and Correspondence
Act as the first point of contact for communications with the Vice Chancellor's office, handling calls, emails, and letters.
Draft, edit, and proofread correspondence, reports, and other documents as required.
Prioritize, manage, and redirect communications where appropriate, maintaining confidentiality and discretion.
3. Meeting Preparation and Support
Prepare meeting agendas, take minutes, and distribute them to relevant attendees.
Follow up on action items from meetings to ensure timely completion.
Organize and coordinate internal and external meetings, conferences, and events, handling all logistics.
4. Document and Record Management
Manage and organize records, reports, and documentation for the Vice Chancellor's office, ensuring secure and accessible filing.
Handle confidential information with the highest degree of discretion and security.
Prepare presentations and documents for meetings or events as requested by the Vice Chancellor.
5. Travel and Accommodation Arrangements
Organize travel plans, including booking flights, accommodations, and transportation for domestic and international trips.
Prepare travel itineraries and ensure that all necessary travel documents are in order.
6. Project Support and Coordination
Assist the Vice Chancellor with special projects, coordinating tasks and communicating progress as required.
Conduct research, compile data, and create reports to support decision-making.
Liaise with various departments to facilitate project deliverables and timelines.
7. Liaison with University College Departments and External Stakeholders
Act as a liaison between the Vice Chancellor's office and various University College departments.
Develop and maintain positive working relationships with key stakeholders, including staff, schools, board members, and external partners.
8. Event Coordination and Protocol
Support the planning and coordination of University College events involving the Vice Chancellor, ensuring adherence to protocol.
Handle event logistics and hospitality arrangements for VIP guests.
ESSENTIAL SKILLS AND QUALIFICATIONS:
Education:Diploma in administration or a related field.
Experience:No experience required; fresh graduates are encouraged to apply.
Communication Skills:Excellent written and verbal communication skills in both English and Mandarin, with an eye for detail.
Organizational Skills:Strong organizational and multitasking skills, with the ability to manage competing priorities effectively.
Interpersonal Skills:Professional and personable, with the ability to interact confidently with senior leaders and external stakeholders.
Discretion and Confidentiality:Demonstrated ability to handle sensitive information with discretion and maintain a high level of confidentiality.
Technological Proficiency:Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with virtual meeting platforms (e.g., Zoom, Microsoft Teams).
Problem-Solving Ability:Strong critical thinking and problem-solving skills.
Time Management:Ability to work efficiently under pressure and meet deadlines.
Flexibility:Willingness to work outside regular hours when necessary.#J-18808-Ljbffr