Executive Assistant to Vice Chancellor

4 days ago

Dehra Dūn, Uttarakhand, India UPES Full time ₹ 9,00,000 - ₹ 12,00,000 per year

The Executive Assistant will provide high-level administrative and clerical support to the Chancellor and Vice Chancellor/Dean of UPES, University. This role involves managing schedules, managing confidential correspondence, organizing meetings and travel, and performing a range of secretarial and skilled tasks that support the daily functions and long-term goals of the leadership team.

Responsibilities

  • Own and manage the complex calendars of the Chancellor and Vice Chancellor/Dean - proactively scheduling meetings, calls, and engagements with precision and foresight.
  • Function as the central hub of communication, seamlessly managing the flow of information between senior leadership and internal/external stakeholders.
  • Anticipate needs and follow up on action items, ensuring nothing falls through the cracks.
  • Coordinate all aspects of travel - from flights and hotels to ground transportation and detailed itineraries - with an eye for efficiency and comfort.
  • Prepare for meetings with polish: draft agendas, take clear minutes, and ensure key decisions and follow-ups are captured and actioned.
  • Craft and refining high-quality documents, reports, presentations, and emails that reflect the leadership's tone and intent.
  • Maintain a sharp focus on confidentiality and discretion in all interactions and communications.
  • Keep the office running smoothly with top-notch administrative support - from document management to spreadsheet creation and organized filing systems.
  • Drive internal communications and engagement efforts by planning team meetings, briefings, and university events.
  • Monitor deliverables, track deadlines, and manage reminders to keep projects and tasks on track.
  • Free up leadership to focus on strategic priorities by confidently managing day-to-day operations and routine tasks.
  • Provide firsthand support in academic administration - timetable deployment, results compilation, student query resolution, and more.
  • Coordinate planning for visiting faculty/guests and ensure a smooth experience for all stakeholders.
  • Continuously seek ways to streamline processes and improve administrative efficiency.
  • Take on new challenges and responsibilities as needed - with flexibility, initiative, and a solutions-first mindset.

Qualifications

  • Education: Bachelor's degree in business administration, Communications, or a related field.
  • Experience: At least 5 years in a senior executive support role, preferably in academia, corporate, or government settings.
  • Technical Proficiency: Skilled in MS Office (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools (e.g., Zoom, Teams).
  • Communication: Strong written and verbal communication skills, with experience drafting professional correspondence and reports.
  • Organization: Proven ability to manage complex schedules, multitask, and maintain accuracy under pressure.
  • Confidentiality: A Prominent level of discretion in handling sensitive information.
  • People Skills: Professional demeanor with the ability to interact confidently across all levels of an organization.

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