Job Summary:
To
provide comprehensive, proactive and confidential executive support services to
the Vice-Chancellor with a particular focus on effective management of the
calendar, travel, internal and external communication.
Key Responsibilities
Management
of Vice Chancellor’s calendar
- In consultation with the VC, the role is
responsible for organizing and managing bookings on the VC’s calendar.
- Liaise with other departments on information
about meetings requiring VCs participation.
Travel
and Events Management
- Coordinate travel arrangements, flight bookings,
hotel accommodations, visas, ground transportation, and other travel
logistics for the VC, BoT and University Council members as well as other
guests as advised.
- Liaise with event organizers to coordinate event
logistics for the VC including travel arrangements, communications, and
pre-meeting materials.
- Prepare, reconcile and submit VC expense
reports.
Relationship Management and Communication
- Serve as the point person for external
institutions, individuals and internal stakeholders who need to contact
the VC.
- Monitor and track documents, projects and tasks,
ensuring attention to time-sensitive issues and longer-term initiatives,
and providing background information when needed.
- Provide relevant documents for meetings and
travel when needed.
- File properly and keep up-to-date records of all
documents and correspondence of the Vice Chancellor Office.
- Regular checking of Incoming and outgoing emails
on the VC email account, apprising the VC of urgent requests and following
up to ensure closure of outstanding matters within set timelines.
- Draft, review and send communication on behalf
of the VC as directed.
- Maintain confidential and sensitive information.
Qualifications
/Educational/Professional/experience/Personal Attributes
- Bachelor’s Degree required; background or
interest in social science or business administration/management
preferred.
- At least 3 years of professional experience
providing high-level administrative support in fast paced office setting,
or educational equivalent.
- Experience in handling confidential and
sensitive information.
- Experience with coordinating international
travel and complex logistics.
- Ability to work independently and take
initiative; must be a quick learner, able to multi-task and easily adapt
to changing circumstances.
- Advanced organizational skills and capacity to
handle multiple assignments and meet deadlines with attention to detail
and quality.
- Ability to effectively work on a team in a
complex, fast paced environment.
- Proficiency in Microsoft Office and Google
Suite.
- Exceptional interpersonal skills including
ability to interact professionally with culturally diverse staff,
partners, and clients.
- Sense of humor, patience, a positive attitude,
flexibility, and a passion for social justice required.
How to Apply
If you
have the requisite qualifications and experience and desire to work as a team
member in a modern, progressive, international, and multicultural institution
where you can make a difference, please apply indicating in the subject line:
‘JOB TITLE ’. Interested applicants must provide a cover letter and a current
CV, certified copies of educational certificates and transcripts, and addresses
of three referees, telephone and e-mail contacts by 5.00pm, Wednesday, October
15, 2025 to:
Director,
Human Resource,
United
States International University – Africa,
P. O.
Box 14634-00800, Nairobi, Kenya
Email: jobs-vc@usiu.ac.ke
