Executive Assistant - Office of The President

Entity: Aga Khan University

Location: Karachi

Introduction to the Aga Khan University:

Chartered in 1983, it is a private, autonomous and self-governing international university with 13 teaching sites in 6 countries distributed across three continents. As an integral part of the Aga Khan Development Network, Aga Khan University (AKU) provides higher education in several disciplines, carries out research pertinent to the countries in which it exists and has campuses, programmes and/or teaching hospitals in Afghanistan, Kenya, Pakistan, Tanzania, Uganda and the UK. As an international institution, AKU operates on the core principles of quality, relevance, impact, and access; and AKU is a model of academic excellence and an agent of social change.

As an equal opportunity employer, AKU believes in promoting a diverse and inclusive culture and is committed to adopt appropriate standards for safeguarding and promoting a respectful relationship with and between diverse workforce of its faculty, staff, trainees, volunteers, beneficiaries, wider communities, and other stakeholders with whom it works, including children and vulnerable adults and expects all employees/trainees and partners to share this commitment

Responsibilities:

Reporting to the Senior Advisor, Executive Assistant will be responsible to provide executive and administrative support. This includes: facilitating and maintaining the schedule of Public Relations Office, overseeing the planning and roll out of calendar invites, assist PRO to prepare for the meetings and engagements by anticipating the required information, following up on action items emerging from the meetings. You will also assist the other Executives of Office of the President and Board Secretariate.

Specific responsibilities include:

• Manage day-to-day schedules, appointments, and internal/external meetings for the Senior Advisor.
• Preparation of agendas, briefing materials, and supporting documentation.
• Working with the Senior Advisor, to prioritize his commitments and allowing him/her to maintain effective and timely communication with internal/external stakeholders.
• Preparing communications for and on behalf of Senior Advisor, verbally, and through written communication where required – demonstrating professionalism, knowledge, credibility, and confidentiality of the highest level.
• Handle and screen calls, e-mails and correspondence, ensuring urgent matters are prioritized and redirected appropriately.
• Maintain electronic filling systems for letters, emails, legal documents, and other official records.
• Coordinate domestic and international travel, transportation, and accommodation arrangements, including travel expense reports, reimbursements, online ROPs and finance approvals.
• Provide coordination and liaison support between the Senior Advisor and direct reports across the University.
• Arrange office supplies, stationery, equipment replacement, and other administrative requirements.
• Maintain an up-to-date list of foreign missions in Pakistan, as well as all Pakistani embassies abroad.
• Maintain an up-to-date contact list of provincial and federal secretaries, ministers, and relevant officials.
• Before and after the Senior Advisor’s engagements with top government officials, ensure coordination with the respective private secretaries.
• Obtain relevant documents and background information required for official meetings and agendas.
• Coordinate VIP visits, protocol arrangements, and medical appointments for government officials, bureaucrats, donors, and distinguished guests.

Requirements:

You should have:

• Master’s degree from a recognized and reputable University.Minimum 5 years of relevant professional experience or comparable transferable experience.
• Strong administrative, organizational, and multitasking abilities with attention to detail.
• Excellent written and verbal communication skills, including professional correspondence and transcription.
• Ability to work independently, demonstrate initiative, manage priorities, and perform effectively under pressure in a fast-paced environment.
• Strong interpersonal, stakeholder management, and relationship-building skills, with the ability to work effectively with individuals from diverse backgrounds.
• Strategic thinking, problem-solving ability, and sound professional judgment.
• Ability to adapt to changing priorities, work in dynamic environments, and handle confidential matters with discretion and professionalism.
• Self -motivated, enthusiastic, energetic, and willing to learn and grow professionally.
• Proficiency in handling professional telephone communication, coordination, and task delegation.

Comprehensive employment reference checks will be conducted.