Academic Secretary
Confirmed on the employer's own hiring board on Nov 6, 2026. First seen by Alion on Jul 20, 2026. ESOFT UNI scores B on the Alion truth index.
1. Meeting Governance & Minute Taking
a Coordinate, schedule, and organize key university meetings (including Senate, Academic Boards, Faculty Boards, and executive committees).
b Prepare and circulate comprehensive agendas, briefs, and supporting documentation well in advance of scheduled meetings.
c Produce precise, high-quality, and objective minutes of meetings, capturing complex academic discussions, policy decisions, and action items.
d Maintain an organized, secure, and easily accessible digital archive of all meeting minutes, institutional resolutions, and policy updates.
2. Academic Follow-up & Compliance Monitoring
a Act as the proactive liaison between the Executive Office and the academic faculty.
b Track and monitor action items arising from meetings, systematically following up with Deans, Heads of Departments, and individual academics to ensure deadlines are met.
c Assist in monitoring timelines for critical academic cycles, including exam paper submissions, curriculum reviews, quality assurance reports, and student grievance resolutions.
d Escalate potential delays or compliance issues to the Deputy Vice-Chancellor with proposed solutions.
3. Executive Secretarial Support
a Manage the calendar, scheduling, and correspondence related to academic governance bodies.
b Draft official memos, letters, and institutional notices on behalf of the academic leadership.
c Handle sensitive and confidential university information with the highest level of discretion.
Required Qualifications & Experience
- A bachelor’s degree from a recognized university in Business Administration, English, Secretarial Studies, or a related discipline.
- Ideally minimum of 1-3 years of experience in executive secretarial work or administrative administration, ideally within a higher education institution or a highly structured corporate environment.
- Exceptional, verifiable experience in high-level minute-taking and managing meeting workflows is essential.
Key Skills & Competencies
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and institutional management systems. Experience with digital task-tracking or project management tools (e.g., Trello, Asana, MS Planner) is a distinct advantage.
- Very good written and spoken English, with the ability to articulate complex academic discussions clearly and professionally.
- A strong, assertive, yet diplomatic interpersonal style necessary to effectively follow up on deadlines with senior academic staff and professors.
•Outstanding project-tracking skills with the ability to manage multiple deadlines simultaneously without compromising on accuracy.