Job Description
Admin Jobs. USIU Africa Jobs
Job Summary:
To provide comprehensive, proactive and confidential executive support services to the Vice-Chancellor with a particular focus on effective management of the calendar, travel, internal and external communication.
Key Responsibilities
Management of Vice Chancellor’s calendar
- In consultation with the VC, the role is responsible for organizing and managing bookings on the VC’s calendar.
- Liaise with other departments on information about meetings requiring VCs participation.
Travel and Events Management
- Coordinate travel arrangements, flight bookings, hotel accommodations, visas, ground transportation, and other travel logistics for the VC, BoT and University Council members as well as other guests as advised.
- Liaise with event organizers to coordinate event logistics for the VC including travel arrangements, communications, and pre-meeting materials.
- Prepare, reconcile and submit VC expense reports.
Relationship Management and Communication
- Serve as the point person for external institutions, individuals and internal stakeholders who need to contact the VC.
- Monitor and track documents, projects and tasks, ensuring attention to time-sensitive issues and longer-term initiatives, and providing background information when needed.
- Provide relevant documents for meetings and travel when needed.
- File properly and keep up-to-date records of all documents and correspondence of the Vice Chancellor Office.
- Regular checking of Incoming and outgoing emails on the VC email account, apprising the VC of urgent requests and following up to ensure closure of outstanding matters within set timelines.
- Draft, review and send communication on behalf of the VC as directed.
- Maintain confidential and sensitive information.
Qualifications /Educational/Professional/experience/Personal Attributes
- Bachelor’s Degree required; background or interest in social science or business administration/management preferred.
- At least 3 years of professional experience providing high-level administrative support in fast paced office setting, or educational equivalent.
- Experience in handling confidential and sensitive information.
- Experience with coordinating international travel and complex logistics.
- Ability to work independently and take initiative; must be a quick learner, able to multi-task and easily adapt to changing circumstances.
- Advanced organizational skills and capacity to handle multiple assignments and meet deadlines with attention to detail and quality.
- Ability to effectively work on a team in a complex, fast paced environment.
- Proficiency in Microsoft Office and Google Suite.
- Exceptional interpersonal skills including ability to interact professionally with culturally diverse staff, partners, and clients.
- Sense of humor, patience, a positive attitude, flexibility, and a passion for social justice required.
How to Apply
If you have the requisite qualifications and experience and desire to work as a team member in a modern, progressive, international, and multicultural institution where you can make a difference, please apply indicating in the subject line: ‘JOB TITLE ’. Interested applicants must provide a cover letter and a current CV, certified copies of educational certificates and transcripts, and addresses of three referees, telephone and e-mail contacts by 5.00pm, Wednesday, October 15, 2025 to:
Director, Human Resource,
United States International University – Africa,
P. O. Box 14634-00800, Nairobi, Kenya
Email: jobs-vc@usiu.ac.ke
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