Secretary cum Office Assistant

2 weeks ago

Bengaluru, Karnataka, India REVA University Full time

Department: Office of the Vice Chancellor

Reports To: Vice Chancellor / Pro Vice Chancellor

Location: Bangalore

Employment Type: Full-time

We are seeking a proactive, organized, and professional Secretary cum Office Assistant to provide high-level administrative and secretarial support to the Vice Chancellor and Pro Vice Chancellor . The ideal candidate will be experienced in handling a wide range of executive support tasks with discretion and efficiency, and able to work independently with minimal supervision.

Key Responsibilities:

  • Executive Support:
  • Manage daily schedules and calendars for the Vice Chancellor and Pro VC.
  • Coordinate and organize internal and external meetings, conferences, and events.
  • Ensure timely reminders and follow-ups on all appointments and commitments.
  • Communication & Correspondence:
  • Draft, review, and manage email correspondence with high-level professionalism.
  • Maintain email etiquette while communicating with internal and external stakeholders.
  • Handle confidential and sensitive information with integrity.
  • Meeting Coordination:
  • Draft agendas and minutes of meetings in a clear, concise, and structured manner.
  • Distribute meeting materials and follow up on action items post-meeting.
  • Liaison & Coordination:
  • Liaise effectively with various departments, schools, and administrative units within the university.
  • Coordinate with external delegates, guests, and dignitaries regarding official visits, events, and collaborations.
  • Administrative Support:
  • Maintain files, records, and documentation systematically, both digital and physical.
  • Assist in preparing presentations, reports, and official documentation.
  • Support in organizing travel itineraries, accommodation, and logistics for official travel.
  • General Office Management:
  • Ensure smooth functioning of the VC and Pro VC's office through timely procurement of office supplies, maintaining equipment, and coordinating with the facilities team.
  • Perform any other secretarial and administrative tasks as assigned.

Required Skills and Qualifications:

  • Bachelor's degree in any discipline (preferred in Administration, Management, or related fields).
  • Proven experience (minimum 3–5 years) in an executive secretary or office assistant role, preferably in an academic or institutional environment.
  • Excellent command of English – both written and spoken.
  • Strong skills in drafting professional correspondence and minutes of meetings.
  • Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other office management tools.
  • High level of professionalism, discretion, and integrity.
  • Strong interpersonal and organizational skills with attention to detail.
  • Ability to multitask, prioritize, and work efficiently under pressure.

Desirable Attributes:

  • Experience in handling protocol for VIPs and dignitaries.
  • Familiarity with university administrative structures and academic processes.
  • A courteous and welcoming demeanor.

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