Executive Assistant to Vice President - KCoHAS

Klintaps University College of Health and Allied Sciences (KCoHAS) is at the forefront of healthcare education in West Africa. As a premier private institution affiliated with the esteemed University of Cape Coast, we are uniquely dedicated to shaping the future of health and allied sciences. Our innovative curriculum for Bachelor of Science and Master's degrees integrates cutting-edge materials, insights into Artificial Intelligence (AI), core principles of Entrepreneurship, and a Problem-Based Learning (PBL) methodology.

This future-focused approach provides our graduates with a distinct competitive advantage. We are committed to nurturing the next generation of healthcare leaders in specialized fields such as Radiography, Medical Laboratory Science, and Public Health, equipped to solve complex challenges and drive innovation in the global job market.

The Opportunity

This is not merely an administrative role; it is a strategic partnership at the heart of our academic leadership. We are seeking a highly motivated, exceptionally organised, and proactive Executive Assistant to serve as the right hand to the Vice President. You will be the organisational and communication hub of the Vice President's office, ensuring seamless operations and enabling the VP to focus on high-level strategic initiatives that drive the university's mission forward.

The ideal candidate is a master of foresight and execution, possessing impeccable judgment and the ability to operate with the highest level of discretion. If you are a career-driven professional who thrives in a dynamic, fast-paced academic environment and finds fulfillment in enabling leadership, this role offers a significant opportunity for impact and growth.

Key Responsibilities

1. Advanced Administrative & Executive Support:

• Act as the primary point of contact and gatekeeper for the Vice President's office, interacting with faculty, senior management, students, and external stakeholders with professionalism and diplomacy.
• Proactively manage and meticulously coordinate complex calendars, including scheduling appointments, resolving conflicts, and prioritizing engagements to align with strategic goals.
• Prepare the various management offices for all meetings and engagements by compiling briefing documents, agendas, reports, and presentations, ensuring all necessary materials are available and reviewed in advance.
• Handle all incoming correspondence (email, mail, phone calls), screen for importance, and draft, proofread, or format high-level communications on behalf of the VP.

2. Meeting & Event Coordination:

• Organise and coordinate all logistics for high-stakes meetings, including Board meetings, academic committees, strategic planning sessions, and conferences.
• Prepare and distribute meeting agendas, attend meetings to record precise and comprehensive minutes, and track action items to ensure timely follow-up and completion by responsible parties.
• Manage logistics for university events, workshops, and official functions hosted by the Vice President's office.

3. Financial & Operational Management:

• Manage, process, and reconcile the Vice President's expense reports, purchase orders, and invoices in compliance with university policy.
• Maintain sophisticated and confidential filing systems, both digital and physical, to ensure critical information is organised and instantly accessible.
• Oversee office supply inventory and manage procurement for the executive office.

4. Project Liaison & Stakeholder Management:

• Provide administrative support for special projects and strategic initiatives as directed by the Vice President.
• Serve as a liaison between the VP's office and various internal departments and external partners, fostering positive relationships and ensuring clear communication channels.
• Handle highly confidential and sensitive information regarding personnel, strategic plans, and university operations with the utmost discretion and integrity.

Required Skills & Qualifications

• A Bachelor's degree in any Health, Business Administration, Management, Communications, or a related field.
• A minimum of 2 years of proven experience in an executive assistant role, supporting a C-level or senior-level executive.
• Exceptional proficiency in the Microsoft Office Suite (Microsoft Outlook, Word, Excel, PowerPoint) and familiarity with virtual meeting platforms (Zoom, Google Meet, Microsoft Teams). Other technical ability is a massive plus.
• Impeccable written and verbal communication skills in English, with the ability to draft professional and error-free correspondence.
• Superior organisational, time-management, and multitasking skills with a demonstrated ability to prioritize tasks and meet deadlines in a high-pressure environment.
• Demonstrated ability to maintain confidentiality and exercise sound judgment and discretion.
• A proactive, resourceful, and solutions-oriented mindset with strong problem-solving skills.

Preferred Qualifications

• Previous experience in a higher education institution or a healthcare setting is highly advantageous.
• Experience working with academic information systems or Enterprise Resource Planning (ERP) software.
• Technical Skills are a big plus
• Must be prepared for a challenging and busy schedule.
• A working knowledge of project management principles and practices.

What We Offer

• A competitive salary and benefits package commensurate with experience.
• The opportunity to play a pivotal role in a pioneering institution shaping the future of healthcare in West Africa.
• A dynamic, collaborative, and mission-driven work environment.
• Opportunities for professional development and career growth.

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