Reporting to the Executive Operations Lead (EO Lead), the Operations Assistant - Executive Office will support the Executive Operations Team and play a vital role in the University’s achievement of its operational and strategic goals. The incumbent will provide administrative support to the President, Chief Operating Officer (COO), Chief Academic Officer (CAO) and support the day-to-day executive operations of UOWD.

Administrative Support

• Manage and maintain COO and CAO schedules, appointments, and travel arrangements

• Answer and screen COO and CAO phone calls and email management

• Take minutes during meetings and distribute them to participants

• Assist with executives and internal/external clients relations

• Handle confidential information with discretion and professionalism

• Provide general administrative support, such as managing Team’s Channels, digital document management, preparing documents, etc.

• To provide coverage for the President's office in the absence of the EO Lead

Travel Management

• Plan and book travel arrangements for all UOWD employees and visitors, including flights, hotel accommodation, rental cars, and other transportation as needed.

• Coordinate travel logistics and ensure that all travel arrangements are in compliance with the company's travel policies and budgetary guidelines.

• Advise on visa requirements

• To assist EO Lead with planning and organizing itinerary for Board of Directors

Legal Review & Institutional Effectiveness Support

• Create and maintain a comprehensive index or database of all non-procurement contracts and related documents, including key data points such as contract type, parties involved, effective date, and expiration date, expected outcomes, actual outcomes and performance rating.

• Monitor contract expirations and deadlines, and provide timely reminders and alerts to stakeholders as needed. Work with internal and external stakeholders to ensure that all contracts and related documents are reviewed, negotiated, executed, and filed in a timely and accurate manner.

• Collaborate with legal and compliance teams to ensure that all contracts and related documents comply with applicable laws, regulations, and company policies.

• Develop and implement policies and procedures for document retention, archiving, and disposal, in accordance with legal and regulatory requirements.

Operations Support

• Assist EO Lead in any relevant duties/events

Essential

• 3+ years of experience as an Executive Assistant, or a similar role.

• Strong organizational skills, with the ability to manage multiple tasks simultaneously.

• Excellent communication and interpersonal skills, with the ability to collaborate effectively with internal and external stakeholders.

• Proficiency in Microsoft Office and other relevant software.

Desirable

• Bachelor's degree in business administration, operations management, or a related field.

• Education sector experience

The successful candidate will receive a remuneration package which includes an attractive tax free salary, five weeks of paid leave per year, annual air ticket, private medical insurance for self and eligible dependents, life & disability policy, professional development assistance, education allowance for up to 3 eligible children, professional development and fee waiver for self and dependents looking to pursue higher studies.

UOWD is an equal opportunity employer that attracts, develops, motivates, empowers, and retains a diverse workforce.

Please provide the following;  

1. Cover Letter

2. CV

NB. Incomplete applications will not be reviewed.