Executive Assistant to the Rector

Компания "University of Central Asia"

Location: Bishkek, Kyrgyz Republic

Department: Rector’s Office

Reporting to: Rector

Grade: C

Deadline: 17 January 2025

UCA Background:

The University of Central Asia (UCA) was founded in 2000 as a private, not for profit, secular university through an International Treaty signed by the Presidents of Tajikistan, Kyrgyzstan and Kazakhstan, and His Highness the Aga Khan; ratified by their respective parliaments, and registered with the United Nations. The Presidents are the Patrons of the University and His Highness is the Chancellor. UCA’s mission is to promote the social and economic development of Central Asia, particularly its mountain communities, by offering an internationally recognised standard of higher education, and enabling the peoples of the region to preserve their rich cultural heritage as assets for the future. UCA brings with it the broader commitment and partnership of the Aga Khan Development Network. For more information: www.ucentralasia.org

Summary of Position:

The Executive Assistant to the Rector is an important executive administrator role taking responsibility for a wide range of administrative, operational, and coordination tasks. These responsibilities include supporting the Rector in (i) communicating with internal and external stakeholders; (ii) managing interactions and meetings with all direct reports; (iii) tracking the Rector’s outstanding tasks and requests and support the management of the Rector’s workflow to ensure the efficiency of the Rector’s office; (iv) providing professional, efficient, and hands-on Executive Assistant support to the Rector, including in management of travel itineraries, reimbursements and other administrative requirements; (v) acting as Secretary to important scheduled and ad hoc meetings, as required. A high attention to detail along with excellent organizational, communication, presentation and advanced reporting skills – along with excellent English – are key components of the role. The confidence to support the Rector in managing his workflow, protecting his time and optimising his outputs is a necessity, while a familiarity with budget preparation, spreadsheets, financial reporting and experience working in ERP systems would be an advantage. The Executive Assistant will receive periodic official correspondence / email, in English, Russian and Kyrgyz language – this will require translation and the drafting of official responses. Beyond this, the successful candidate will need to be resourceful, self-motivated, confident in interacting with senior and junior colleagues, in English and Russian, and able to work flexibly and independently in a busy and challenging environment. The role holder will report directly to the Rector, with whom s/he will work closely, but will also be expected to work closely and collaboratively with the other members of the Rector’s Office. A willingness to work flexibly, including occasional weekends and evenings would be beneficial. The Executive Assistant to the Rector role is a demanding and cross-cutting role for an ambitious professional. There will be ample opportunities for professional development within the role, as well as potential for further advancement within UCA’s professional administration. The role is not an academic role, nor suitable for candidates seeking to enter academic roles.

Main Duties and Responsibilities:

• Control the Rector’s diary and engagements ensuring an optimum balance between necessary meetings and time needed to work on non-meeting activities.
• Manage, track and optimise the Rector’s workflow, tasks and commitments.
• Ensure proper organization and follow up on meetings of the Rector (including planning, arrangement, taking minutes and filing/e-archiving) Coordinate travel arrangements and itineraries for the Rector as needed, including through the University’s SAP system.
• Process financial transactions through the SAP (ERP) system, including reimbursements and expense claims, adhering to institutional policies and procedures.
• Serve as primary contact, liaison and authoritative information source on the Rector’s activities.
• Work closely and collaboratively with other members of the Rector’s Office to ensure effective operations of the office.
• Serve as Secretary to key executive management and ad hoc meetings.
• Monitor and manage the interactions and engagements between the Rector and his direct reports to ensure continuity and efficiency in communications, operations and strategy.
• Support the communications and exchange of information between the Rector and other university stakeholders, including HR, Administration, International Office, Finance Department, Legal Office, Registry and others.
• Maintain effective communications with external parties such as AKDN agencies, public and private partners, international development partners and non-governmental organizations.
• Support processes around appointments, promotions, and evaluations.
• Assist in planning and organizing events, conferences, and meetings hosted or attended by the Rector.
• Act as an interpreter for the Rector when necessary.
• Handle sensitive and confidential matters with discretion and professionalism.
• Perform other tasks assigned by the Rector.

Required Qualifications and Experience:

• Master’s degree.
• Minimum of 3-5 years of experience in a similar role.
• Experience of working in an academic, higher education or equivalent setting e.g. an Executive Assistant role in an Embassy or International Mission.
• Excellent organisational and time management skills, with the ability to multitask and prioritise tasks effectively.
• Strong written and verbal communication skills (in English and Russian), including the ability to prepare clear, professional, and concise reports, emails, and presentations.
• The confidence to support the Rector in managing his workflow, protecting his time and optimising his outputs.
• Proficiency in using office productivity software (e.g., Microsoft Office Suite, Google Workspace) to produce reports, concept notes, protocols and policy drafts.
• Strong interpersonal skills, positive outlook, and ability to build positive relationships with colleagues, facilitators, and program participants. · Ability to work under pressure, independently and in a collaborative team environment.
• Demonstrated ability or previous experience working in a multi-cultural environment and establishing harmonious and effective working relationships both within and outside the organization.
• Demonstrate a high level of energy, enthusiasm, initiative, motivation and commitment.
• Willingness to travel occasionally within the Central Asian region.
• Attention to detail and accuracy in data management and record-keeping.
• Familiarity with budget tracking and financial reporting is an advantage, as too is experience working in ERP systems (SAP).
• Ability to maintain confidentiality and handle sensitive information with discretion is essential.

Languages:

• Fluency in English and Russian is essential.
• Knowledge of Kyrgyz, Tajik, and/or Kazakh is desirable but not mandatory.

How to Apply

Ready to join our team? We kindly invite you to submit your application for this position by clicking the Apply button on this page. To facilitate a smooth application process, please create an account on our website. Be assured that the account setup and application steps are straightforward.

Applications will be reviewed when received. Early applications are strongly encouraged.
Candidates from the founding countries of UCA: Kyrgyzstan, Tajikistan, and Kazakhstan are encouraged to apply for the position.

Only shortlisted candidates will be contacted.

Review other job vacancies at: https://ucentralasia.org/career-opportunities

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