Executive Assistant/Coordinator

TITLE: Executive Assistant Coordinator

GRADE:

ANSWERABLE TO: Rector

DEVELOPMENT DATE:  April 2026

DEVELOPED BY: People and Culture Manager, Rector

To provide a full range of administrative and organizational support for the Rector.  This position may handle confidential and sensitive correspondence and requires exercising a high degree of professionalism, discretion, tact, resourcefulness, and initiative.

Executive Support

1. To provide proactive, confidential, high-level, efficient, and effective PA executive and administrative support to the Rector.
2. Act as the first point of contact in the Rector’s office, demonstrating a high level of autonomy and independent working and ability to manage conflicting demands to deal with all communication to the officer, including highly sensitive material.
3. Manage all aspects of the Rector’s diary, including the effective organization of travel, meetings, committees, and events.
4. To manage and prioritize email correspondence for the Rector, to include the drafting of replies, making effective decisions to identify issues that require the Rector’s personal attention, and filtering those that can be answered directly by the post holder or referred to an appropriate member of CAS management.
5. Manage Rector’s trips both locally and internationally by arranging flights, accommodation, and transport logistics in collaboration with People and Culture, Finance, and Administration Departments.
6. Prior to meetings, the Executive Assistant/Coordinator will provide necessary background information to the Rector
7. Tracking and progressing tasks to be completed by self-ensuring the highest quality standards, and that deadlines are met
8. Arrange meetings on behalf of the Rector by preparing an agenda and taking minutes during the Rector’s meetings, and disseminating outcomes and actions.
9. Accurately draft correspondence and take minor decisions involving administrative routine matters.
10. To provide a front-of-house service, organizing high-profile events and visits, liaising with bookings, and negotiating with venues as required
11. Support the Rector and other management staff at corporate events
12. Ensure that during the Rector’s absence, both matters of routine and of a more critical nature are dealt with promptly and efficiently
13. To be well-informed and articulate in relevant issues concerning the strategic projects of the Rector’s office
14. To perform to high professional standards
15. To participate in CAS’s Annual performance review process

Secretarial Duties

1. Do all necessary typing e.g. memos, sent e-mails on behalf of the Rector
2. Answer and screen telephone calls going through to the office of the Rector
3. Do filing, photocopying, and typing any correspondence from the Rector’s office
4. Complete claim forms for reimbursement after the trip on behalf of the Rector
5. Provide general secretarial support for the office of the Rector and assist with speech writing, preparation of briefings, and presentations as required
6. Arrange logistics for all Rectors’ visitors to the Centre
7. Organize refreshments for Rector’s meetings
8. Communicate the Rector’s acceptance and decline of invitations timeously to facilitate logistics to avoid disappointments

      Office Management and Budget

26. Manage small budgets for office operations, procurement, expense reconciliation, and vendor relationships

Assist in coordinating projects and events under the Rector’s Office and produce reports for the Rector

27. Assist in the monitoring of projects and activities against agreed action plans

28. Draft documents or conduct research for further Rector’s work and/or other developments.

29. Prepare a briefing memo and relevant updates for the Rector on outstanding projects

28. Coordinate and administer all aspects of the internship programme

29. Draft reports and proposals for internships

Office Security

1. Monitor the entrance to the Rector’s office by the public and staff
2. Keep the office under lock and key whenever the last one to leave the office
3. Generally, keep the office of the Rector secure & information confidential at all times.

and

ü  Must be flexible, have good time management skills, minute-taking skills, and computer literacy

ü  Ability to work independently

ü  Highly developed written communication with excellent attention to detail

ü  Previous experience of working in a customerised environment

ü  Experience of utilizing the full suite of Microsoft Office applications (including Word, PowerPoint, and Excel to an advanced level)