Executive Assistant to the Vice Chancellor

Location
Rwanda (RW)
Posted
May 18, 2017
Ref
117
Jobs Outside Higher Education
Non-Profit Organizations & Associations
Institution Type
Four-Year Institution

Job Title: Executive Assistant to the Vice Chancellor

Reports to: Vice Chancellor

Group/Department: University of Global Health Equity (UGHE)

Location: Kigali, Rwanda

 

The University of Global Health Equity (UGHE) is a new kind of university focused on training the next generation of global leaders in health care delivery. The university launched in Rwanda in September 2015 with its flagship degree program: the Master of Science in Global Health Delivery. Through an academic experience uniquely rooted in the values of equity, students are empowered to both ease suffering at the bedside and drive transformational, systemic changes to the health system.

 

UGHE is an initiative of Partners In Health (PIH), an internationally recognized non-profit organization whose mission is to provide a preferential option for the poor in health care. In over nearly three decades of operating alongside public sectors in countries around the world, PIH has developed a model to deliver high quality health care to some of the world’s most marginalized communities. Nowhere has this impact been more profound than in Rwanda, where Inshuti Mu Buzima—PIH’s sister organization—and our government partners have driven innovation for a decade.

 

Members of the UGHE community are tenacious and resolute in our drive to attain social justice, make common cause with those in need, listen to and learn from others, and operate with honesty and humility as we uphold academic integrity and intellectual curiosity. The University of Global Health Equity seeks individuals committed to these values to join the team.

 

Position Overview

The Executive Assistant to the Vice Chancellor (VC) is an integral member of the University of Global Health Equity team. This individual’s responsibilities are primarily administrative, and require great diplomacy, discretion, resourcefulness, and flexibility as this individual will be working closely with a diverse range of people within and outside of the organization. The Executive Assistant role offers an unparalleled opportunity for someone with very strong administrative experience coupled with an interest in health, education, and social justice. The role provides great exposure to the frontline activities and inner workings of a fast paced university.

 

Responsibilities

 

Schedule and Meeting Coordination

  • Manage the VC’s calendar across her roles
  • Liaise with other Executive Assistants and meeting organizers to provide the VC’s availability for meetings
  • Communicate with meeting participants, schedule, and confirm meeting space and conference lines
  • Ensure the VC is able to connect to remote meetings and troubleshoot if needed
  • Triage meeting and speaking engagement requests

 

Travel and Event Management

  • Arrange flights, hotel accommodations, visas, ground transportation, and other travel logistics for the VC
  • Liaise with event organizers to coordinate event logistics for the VC including travel arrangements, communications, and pre-meeting materials

 

Relationship Management

  • Good office managerial skills
  • Serve as the point person for external institutions and individuals who need to contact the VC
  • Monitor and track documents, projects and tasks, ensuring attention to time-sensitive issues and longer-term initiatives, providing succinct background information when needed
  • Prepare thorough briefings and provide relevant documents for meetings and travel when needed, including minutes
  • Prepare materials for speaking engagements
  • Flie properly with and up-to-date records all documents and correspondences of the Vice Chancellor office

 

Qualifications

  • Bachelor’s Degree required; background or interest in social science, area studies or public health preferred
  • At least 3 years professional experience providing high level administrative support in fast paced office setting, or educational equivalent
  • Experience with coordinating international travel and complex logistics
  • Ability to work independently and take initiative; must be a quick learner, able to multi-task and easily adapt to changing circumstances
  • Advanced organizational skills and capacity to handle multiple assignments and meet deadlines with attention to detail and quality
  • Ability to effectively work on a team in a complex, fast paced environment
  • Proficiency in Microsoft Office and Google Suite
  • Exceptional interpersonal skills including ability to interact professionally with culturally diverse staff, partners, and clients
  • Sense of humor, patience, a positive attitude, flexibility, and a passion for social justice required
  • Willingness to travel in-country frequently and at short notice and to work irregular hours
  • English proficiency required, Kinyarwanda and French language skills preferred