Vacancy title:
Executive Assistant to the Vice Chancellor

[Type: FULL_TIME, Industry: Education, and Training, Category: Computer & IT,Education]

Jobs at:
Clarke International University

Deadline of this Job:
Friday, August 21 2026

Duty Station:
Kampala | Kampala

Summary
Date Posted: Wednesday, August 12 2026, Base Salary: Not Disclosed

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JOB DETAILS:

Position: Executive Assistant to the Vice Chancellor (Full-Time)

Reports To: Vice Chancellor

1. JOB SUMMARY

The Executive Assistant to the Vice Chancellor (VC) provides high-level executive, administrative, and coordination support to the Office of the Vice Chancellor. The role is responsible for managing the VC's schedule, correspondence, meetings, events, records, and administrative activities while ensuring that the VC's time and priorities are effectively managed.

The position requires a high level of discretion, initiative, confidentiality, professionalism, and independent judgment. The Executive Assistant works closely with senior management, academic heads, administrators, government and private-sector officials, students, staff, parents, alumni, partners, the media, and other University stakeholders.

The role holder is expected to demonstrate a strong commitment to continuous improvement, excellent service delivery, and the University's mission, vision, values, and overall institutional success.

2. KEY RESPONSIBILITIES

A. Executive Office & Calendar Management

• Manage and coordinate the Vice Chancellor's complex calendar, including appointments, meetings, social engagements, University functions, and community events.
• Coordinate the VC's daily schedule and ensure effective use of the VC's time.
• Arrange official travel for the VC and other official visitors, including approvals, itineraries, and expense documentation.
• Provide administrative and executive support as assigned by the VC.

B. Stakeholder Relations & Executive Liaison

• Serve as a key liaison between the VC and University Council members, senior management, administrators, faculty, staff, students, alumni, government officials, partners, and other stakeholders.
• Communicate and interpret University policies, decisions, and official documents on behalf of the VC's Office.
• Represent the VC's Office on selected University and civic committees.
• Receive visitors and respond to enquiries from internal and external stakeholders, referring matters to the appropriate offices when necessary.
• Promote a positive image and reputation of the University through professional and responsive engagement.

C. Executive Correspondence & Communication

• Manage incoming and outgoing correspondence for the VC's Office.
• Receive, review, route, and respond to communications as appropriate.
• Prepare correspondence, reports, briefing documents, and other materials for the VC's review, approval, and signature.
• Review documents for completeness, accuracy, and consistency before submission.
• Coordinate and distribute weekly Executive/Senior Management Team (Exec/SMT) agendas, minutes, and action points.
• Follow up on communications and action items to ensure timely completion.

D. Events & Engagement Coordination

Coordinate events and activities hosted or supported by the VC's Office, including:

• Charity and community projects.
• Rose's Journey Scholarship Programme.
• Exit Career Package Workshops.
• Speaking engagements.
• Public lectures.
• Collaborating partners' visits.

Responsibilities include:

• Coordinating venues, participants, invitations, programmes, agendas, audiovisual equipment, and other logistical requirements.
• Providing on-site coordination and support during events.
• Managing last-minute changes and alternative arrangements.
• Resolving event-related challenges using sound independent judgment.

E. Executive Administration & Governance Support

• Support the VC in exercising oversight responsibilities.
• Review and monitor personnel action forms and other administrative documentation.
• Review correspondence and documents prepared by University offices for the VC's approval and signature.
• Coordinate information and documentation required for executive decision-making.
• Support communication and coordination between the VC's Office and Executive/Senior Management.

F. Budget & Financial Administration

• Support the development and management of budgets under the VC's Office.
• Maintain accurate budget and financial records.
• Reconcile and verify vouchers, receipts, and other financial documentation.
• Prepare financial reports, summaries, and related budget information.
• Process budget transfers where necessary.
• Review and verify official and international travel documentation and associated expenses.

G. Research, Reporting & Information Management

• Conduct research and retrieve information required by the VC's Office.
• Collect, compile, and tabulate data and statistics.
• Prepare periodic reports in clear and accessible formats to support reporting and decision-making.
• Maintain accurate records and documentation for the VC's Office.

H. Records & Confidential Information Management

• Oversee filing and records management systems within the VC's Office.
• Create, update, organise, retrieve, and maintain administrative files and records.
• Apply appropriate retention and disposal schedules in accordance with University requirements.
• Safeguard confidential information and exercise appropriate discretion when handling sensitive records and communications.

I. Professional Development & Institutional Contribution

• Maintain current professional knowledge through reading, training, seminars, courses, and networking.
• Develop effective professional relationships with colleagues and stakeholders.
• Promote an inclusive work environment that respects and values diverse cultures and backgrounds.
• Perform other duties as assigned in support of the University's overall success.

3. KEY PERFORMANCE AREAS

The position will primarily focus on:

1. Complex schedule and calendar management.
2. Management of executive communication and correspondence.
3. Strategic planning and execution support.
4. Operational oversight in collaboration with the Office of the Registrar and Human Resources.
5. Event and project management and resource mobilisation.
6. Curriculum development support.
7. Monitoring and evaluation.

4. MINIMUM QUALIFICATIONS & EXPERIENCE

Education

Applicants should possess either:

• A Master's degree with at least 2 years' relevant experience, or
• A Bachelor's degree with 3–5 years' experience in a similar or related role.

Required Experience

• At least 2–5 years of progressively responsible experience in secretarial, administrative, communications, or management roles.
• Demonstrated ability to manage multiple projects and consistently meet deadlines in a fast-paced environment.
• Experience in project management, research, report writing, newsletter development, and grants writing.
• Strong IT skills and proficiency in multiple computer applications.

Desirable Experience

• Extensive knowledge of general office procedures and practices.
• Experience supervising staff or other personnel.
• Proven experience working in an executive environment.
• Understanding of the University's organisational structure and the relationship between its various entities.
• Demonstrated experience consulting with and advising senior-level executives.

5. KNOWLEDGE, SKILLS & COMPETENCIES

The successful candidate should demonstrate:

• Excellent verbal, written, and interpersonal communication skills.
• Strong command of English grammar, punctuation, spelling, and usage.
• Exceptional attention to detail and follow-through.
• Trustworthiness and discretion.
• Strong multitasking and problem-solving abilities.
• Computer literacy, including proficiency in word processing, spreadsheets, graphics, and presentation software.
• Excellent organisational and planning skills.
• Ability to work independently and use initiative.
• Ability to make sound decisions quickly.
• Ability to work effectively with individuals from diverse cultural and professional backgrounds.

6. SUPERVISION

The Executive Assistant to the Vice Chancellor reports directly to the Vice Chancellor.

The position supervises:

• Student Workers.
• Research Assistants.
• Interns.
• Other Administrative Assistants attached to the VC's Office.

7. WORK ENVIRONMENT

The position is primarily based in a normal office environment. The role mainly involves desk-based work, although occasional standing, walking, stair climbing, and lifting or carrying small objects may be required.

The job description may be reviewed and amended over time in accordance with the changing needs of the role and the University, with the role holder being consulted on proposed changes.

Work Hours: 8

Experience in Months: 24

Level of Education: bachelor degree

Job application procedure
Interested in applying for this job? Click here to submit your application now.

Interested candidates should clearly indicate the position they are applying for in the subject field, and submit the following documents combined into a single PDF file:

• Cover letter / One-page summary outlining your qualifications, experience, and how you meet the required skills and competencies for the position.
• Curriculum Vitae (CV) in English, including your current residential address, telephone number, e-address, date of birth, gender, and nationality;
• Certified copies of academic documents
• Name(s) and full contact details of at least three (03) referees.

Applications should be sent to;

The Human Resources & Administration Manager;

Clarke International University

Or hand delivered to the University Reception at Clarke International University in Bukasa-Muyenga, C/o: the Human Resources & Administration Manager.

Clarke International University (CIU) is an equal opportunity employer and values diversity. We actively encourage all qualified applicants to apply regardless of race, religion, gender, nationality, age or disability

Only short-listed candidates will be contacted. If you do not hear from us within two (2) weeks after the closing date, please consider your application unsuccessful.

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