CORE PURPOSE OF JOB

The primary purpose of this position is to provide professional, high-level executive and administrative support to the Deputy Vice-Chancellor: Research, Innovation and Internationalisation (DVC:RII), through dedicated personal assistance, effective office management, and proactive coordination of projects and institutional initiatives aligned with the RII portfolio. The role combines traditional PA responsibilities with the coordination of University-wide programmes, meetings, and events that advance the strategic objectives of Research, Innovation and Internationalisation.

The incumbent will ensure that the Office of the DVC:RII operates with confidentiality, efficiency, and excellence, providing a seamless interface between the DVC and internal and external stakeholders, including staff, students, alumni, government departments, research funders, and international partners. The role requires initiative, sound judgment, and strong organisational ability, working collaboratively with other members of the Executive Support Team to ensure that all functions of the DVC:RII Office contribute effectively to the achievement of the University's Vision 2030 and its global engagement agenda.

KEY PERFORMANCE AREAS

1. Executive and Office Administration

• Organise and manage all activities within the Office of the DVC:RII to ensure it functions as an efficient hub for the flow of information, documentation, and communication across the University.
• Manage general and office administration, including the receipt, processing, and tracking of correspondence, planning and coordination of meetings, and organisation of functions and events.
• Maintain an effective electronic and manual filing system, ensuring confidentiality, accuracy, and accessibility of records.
• Compile, type, edit, and quality-check correspondence, reports, presentations, and other official documents.
• Maintain a current understanding of key academic, administrative, and governance processes relevant to the RII portfolio.

2. Executive Support to the DVC:RII

• Manage and maintain the DVC's diary, balancing competing priorities and adjusting schedules as needed to optimise time and efficiency.
• Coordinate all travel and logistical arrangements, including flights, transport, accommodation, and detailed itinerary planning.
• Anticipate the DVC's needs and ensure that briefing materials, documentation, and background information are prepared timeously.
• Ensure efficient processing and follow-up of all incoming and outgoing correspondence.
• Handle sensitive information with discretion, confidentiality, and sound judgment.

3. Governance, Meetings, and Committees

• Coordinate and provide secretarial support to committees, task teams, and RII Group meetings.
• Prepare agendas, collate documentation, take accurate minutes, and ensure follow-up on action items.
• Book venues, arrange logistical support, and communicate meeting outcomes effectively.
• Ensure alignment of all governance processes with institutional requirements.

4. Communication, Liaison, and Stakeholder Relations

• Build and maintain effective communication channels with internal and external stakeholders, including staff, students, alumni, funders, and government or international partners.
• Receive and respond to queries, concerns, and requests with professionalism and efficiency.
• Draft correspondence, statements, and briefing notes on beh