Executive Assistant to the Provost's office

Job Description

Position Title

Executive assistant to the Provost’s Office

Department

Provost’s Office

Reports to

Provost (Vice-Provost, COO as applicable)

Position Summary

The Executive assistant to the Provost’s Office provides high-level administrative and organizational support to the Provost’s office. The role ensures the smooth operation of academic governance processes, effective communication with internal and external stakeholders, and efficient coordination of meetings, documentation, and correspondence. The position requires a high level of professionalism, inter-personal skills, confidentiality, and attention to detail within a university setting.

Key Responsibilities

Administrative & Executive Support

• Provide comprehensive secretarial and administrative support to the Provost’s office
• Manage the calendars of the Provost, the Vice-Provost and the Chief Operating Officer, schedule meetings and coordinate appointments.
• Organise and support meetings, committees, and academic boards (agenda preparation, minutes, follow-up actions).
• Act as the primary point of contact for the Provost’s Office, managing internal and external correspondence in a timely and professional manner.
• Organise travel arrangements and logistical support for meetings and events.
• Maintain accurate records, files, and documentation in line with institutional and regulatory requirements

Academic & Governance Support

• Assist in the preparation of academic documents, reports, presentations, and official letters.
• Support processes related to academic policies, regulations, and governance documentation.
• Track deadlines and ensure timely submission of academic and administrative materials.

Communication & Coordination

• Act as a key point of contact between the Provost’s Office and faculty, staff, students, and external partners.
• Coordinate communication with other departments to ensure alignment and timely information flow.
• Support visiting academics, external partners, and guests of the Provost’s Office.
• Respond to routine internal and external enquiries professionally and efficiently.

Confidentiality & Compliance

• Handle confidential and sensitive information with the highest level of discretion.
• Ensure compliance with internal university policies and applicable regulations.
• Support audit, reporting, and documentation requests related to the Provost’s Office.

Qualifications & Experience

Education

• Bachelor’s degree, ideally in administration, education, management, or a related field.

Experience

• Relevant experience in an administrative, secretarial, or executive assistant role ideally gained over 3+ years in a similar role.
• Experience in a university or academic environment is desirable

Skills & Competencies

• Excellent written and verbal communication skills in English, Kazakh and/or Russian.
• Strong organisational and time-management skills with the ability to manage multiple priorities.
• High level of accuracy and attention to detail.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and office management systems.
• Ability to work independently and as part of a team.
• Professional demeanour and strong interpersonal skills.
• High ethical standards and commitment to confidentiality.