Executive Assistant to Vice Rector of Academic Affairs

Position summary:

Executive Assistant to the Vice Rector of Academic Affairs will play a critical role in supporting and assisting the Vice Rector in the efficient and effective management of academic affairs within the organization. He/she will be responsible for providing administrative support, coordinating meetings, managing communication, and performing various tasks to ensure smooth operations and facilitate the accomplishment of strategic objectives in the academic domain.

Responsibilities:

• Administrative Support:

1. Manage the Vice Rector's calendar, schedule appointments, and coordinate meetings, both internal and external.
2. Prepare and distribute agendas, minutes, and other relevant documents for meetings and follow up on action items.
3. Handle incoming correspondence, emails, and phone calls, prioritizing and responding as appropriate.
4. Maintain confidential files, records, and databases, ensuring accurate and organized documentation.

• Communication Management:

1. Draft, review, and edit correspondence, reports, and presentations on behalf of the Vice Rector.
2. Coordinate communication between the Vice Rector's office and various internal and external stakeholders
3. Manage inquiries and requests, providing information and assistance or directing them to the appropriate channels.
4. Serve as a liaison between the Vice Rector and schools, faculty, and other administrative units.

• Project Coordination:

1. Support the Vice Rector in coordinating and monitoring academic projects, initiatives, and strategic plans.
2. Assist in the preparation of reports, research materials, and data analysis related to academic affairs.
3. Collaborate with other departments and stakeholders to ensure effective implementation of academic programs and policies.
4. Track deadlines, milestones, and deliverables, ensuring timely completion of assigned tasks.

• Event and Travel Management:

1. Coordinate logistics for academic events, conferences, and workshops, including venue booking, participant registration, and catering arrangements.
2. Arrange travel accommodations, transportation, and itineraries for the Vice Rector and visiting academics or guests.
3. Process expense reports and invoices related to academic affairs activities

• Special Projects and Research:

1. Conduct research and analysis on various academic topics, providing summaries and recommendations to the Vice Rector.
2. Assist in the development and implementation of new academic programs, policies, and initiatives.
3. Collaborate with the Vice Rector on special projects, preparing reports, presentations, and data analysis as required.

Qualificatoins:

• Bachelor's degree in a relevant field (e.g., education, business administration, or a related discipline). Master’s degree is a plus.
• Proven experience as an executive assistant or in a similar role, preferably in an academic or higher education setting.
• Strong organizational and multitasking skills, with the ability to prioritize and manage multiple tasks effectively.
• Excellent verbal and written communication skills in English and Azerbaijani, with a keen attention to detail.
• Proficient in using productivity tools and software, including Microsoft Office Suite and calendar management systems.
• Discretion and the ability to handle sensitive and confidential information with integrity.
• Strong interpersonal skills and the ability to work collaboratively with diverse stakeholders.
• Flexibility and adaptability to work in a dynamic and fast-paced environment.
• Knowledge of academic affairs processes, policies, and procedures is a plus.

Please follow the link to apply for this position.

The deadline for application is July 31, 2023.

Only shortlisted candidates will be contacted for further recruitment process. 

ADA University offers a competitive remuneration package and attractive conditions of employment of high standard.