About the Opportunity
The Virtual School Administrative
Assistant plays a key role in supporting the
Virtual School Administrator with the day-to-day administrative tasks,
communication management, and event coordination. This role ensures the smooth
running of operations within the Virtual School, assisting with scheduling,
maintaining records, coordinating meetings, and supporting both internal and
external communication efforts.
Key
Responsibilities
General Administrative Support
- Provide administrative assistance to the Virtual
School Administrator, including scheduling meetings, managing calendars,
and coordinating appointments.
- Draft, edit, and distribute internal and
external communications, such as emails, memos, reports, and notices.
- Assist in the preparation of meeting agendas,
take minutes during meetings, and ensure that follow-up actions are
properly recorded and communicated.
- Maintain and organize documents, files, and
records, ensuring they are up-to-date and easily accessible.
Event Coordination and Support
- Assist in organizing virtual events, webinars,
orientations, and other online activities.
- Handle event logistics, including invitations,
registration, and communication with participants.
- Ensure smooth execution of events by assisting
with technical setups, coordinating materials, and following up with
participants post-event.
Communication and Scheduling
- Coordinate communication within the Virtual
School, ensuring timely distribution of important updates, schedules, and
meeting reminders.
- Manage the Virtual School Administrator’s
calendar, scheduling meetings, coordinating appointments, and ensuring
there are no scheduling conflicts.
- Communicate with students, staff, and external
stakeholders as directed by the Virtual School Administrator.
Learner Support
- Assist with the onboarding process for new
learners, including helping to gather necessary documentation and
communicating relevant information to students.
- Serve as a point of contact for learners,
assisting with their inquiries and directing them to the appropriate
resources.
- Track learner engagement, attendance, and
provide regular updates to the Virtual School Administrator.
Administrative Document Management
- Maintain accurate records of meetings, including
agendas, minutes, and follow-up actions.
- Organize and store important documents related
to students, events, faculty, and partnerships in a secure and accessible
manner.
- Support the preparation of internal and external
reports, ensuring all required information is gathered and presented
clearly.
Support in Partnerships and Collaboration
- Help maintain partnership records, assisting in
tracking commitments, engagements, and documentation related to external
collaborators, sponsors, and partners.
- Assist in the preparation of partnership
proposals and reports as needed.
Support for Financial and Resource Management
- Assist with tracking budget-related documents,
including expenses and invoices related to administrative operations.
- Support the Virtual School Administrator in
maintaining records for resource allocation and budget adherence.
Internal and External Communications
- Help manage and track communication with
prospective students, external partners, and industry contacts.
- Draft and send out newsletters, social media
posts, and promotional material for Virtual School activities.
Performing any other relevant duties assigned by
RVIBS authority.
Key
Performance Indicators (KPIs)
- Administrative Efficiency: Timely and accurate completion of
administrative tasks, including scheduling, record-keeping, and document
management.
- Event Coordination Support: Successful planning and coordination of
virtual events, ensuring seamless execution and positive participant
feedback.
- Communication Timeliness: Efficient and clear communication within the
Virtual School, including handling enquiries, meeting reminders, and
correspondence.
- Learner Onboarding: Effective coordination of the learner
onboarding process, ensuring all new students receive the necessary
information and support.
- Documentation Management: Maintenance of accurate and organized records
for meetings, events, student files, and partnership agreements.
- Stakeholder Engagement: Positive feedback from students, faculty, and
partners regarding communication and coordination efforts.
- Financial Tracking Support: Accurate documentation and reporting of
expenses and financial resources related to administrative activities.
How to
Apply
Interested and qualified candidates should submit the
following:
- Updated CV/Resume
- Copies of academic certificates and
transcripts
- A brief cover letter indicating
your preferred department
Send your application to: jobs@rvibs.ac.ke
Subject line: Application – Administrative Assistant, RVIBS Virtual School
