Position Summary The Office Manager to the Executive Director will serve as the central coordinating force behind the Office of the Executive Director, ensuring seamless execution of administrative, strategic, operational and protocol-related responsibilities. This role demands exceptional organisational capability, maturity, discretion, professionalism, and the ability to thrive in a fast-paced, high-pressure environment.

The incumbent will be responsible for managing the Executive Director’s office with absolute efficiency, coordinating across multiple stakeholders, ensuring timely execution of decisions, maintaining impeccable documentation, and upholding the highest standards of institutional professionalism.

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Key Responsibilities

Executive Office Management

Manage the day-to-day functioning of the Executive Director’s Office.

Ensure smooth administrative operations with high levels of efficiency and professionalism.

Anticipate requirements and proactively resolve issues before they arise.

Maintain complete confidentiality of sensitive institutional matters.

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Executive Coordination

Coordinate with University Leadership, Government Departments, Regulatory Bodies, Industry Partners, Academic Leaders and Internal Departments.

Serve as the primary coordination point for executive communications.

Follow up on important decisions and ensure timely implementation.

Coordinate cross-functional teams for institutional initiatives.

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Calendar & Meeting Management

Plan and manage the Executive Director’s calendar.

Prioritise appointments based on urgency and institutional importance.

Schedule high-level meetings with government officials, university leadership, industry representatives and distinguished guests.

Prepare meeting agendas.

Record Minutes of Meetings (MoM).

Track action points and ensure timely closure.

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Documentation & Communication

Draft, review and proofread official correspondence.

Prepare professional reports, presentations, briefing notes and executive summaries.

Maintain impeccable filing systems (both physical and digital).

Ensure all official documentation is organised, updated and easily retrievable.

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Event & Protocol Management

Coordinate VIP visits, official meetings and institutional events.

Manage protocol requirements for distinguished guests.

Coordinate logistics, hospitality and event execution.

Ensure flawless planning and execution of executive engagements.

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Planning & Execution Support

Assist the Executive Director in planning institutional priorities.

Track progress on strategic initiatives.

Coordinate with departments to ensure timely completion of assigned tasks.

Maintain dashboards for pending work, follow-ups and deadlines.

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Office Administration

Maintain office records and confidential files.

Coordinate travel arrangements, itineraries and logistics.

Ensure efficient office workflow and resource management.

Develop systems that improve operational efficiency.

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Team Coordination

Work collaboratively with faculty, administrative departments and external stakeholders.

Build positive working relationships across all levels of the organisation.

Facilitate effective communication between departments.

Foster a culture of accountability, professionalism and teamwork.

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Desired Candidate Profile The ideal candidate should possess:

Personal Attributes

Dynamic, energetic and highly self-driven.

Mature, composed and emotionally intelligent.

Strong leadership presence with excellent interpersonal skills.

Trustworthy with unquestionable integrity and ethics.

Highly dependable with exceptional ownership of responsibilities.

Calm under pressure and capable of handling multiple priorities simultaneously.

Positive attitude with a solution-oriented mindset.

Robust attention to detail and commitment to excellence.

Flexible and willing to work beyond regular office hours whenever organisational priorities demand.





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Professional Competencies

Outstanding organisational and planning skills.

Exceptional coordination and multitasking ability.

Excellent decision-making and prioritisation skills.

Strong analytical and problem-solving capabilities.

Ability to independently manage complex administrative responsibilities.

Ability to anticipate requirements rather than merely respond to instructions.

Excellent stakeholder management skills.

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Communication Skills

Exceptional command of written and spoken English.

Excellent drafting, editing and proofreading skills.

Strong business communication and correspondence abilities.

Skilled etiquette while interacting with senior leadership, government officials and dignitaries.

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Technical Skills

Advanced proficiency in Microsoft Office Suite.

Expert-level Microsoft Excel.

Advanced PowerPoint presentation skills.

Solid Microsoft Word formatting skills.

Experience with digital documentation systems.

Ability to prepare professional reports and executive presentations.

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Experience

Preferably 8–15 years of relevant experience in executive office management, administration, corporate coordination or institutional operations.

Experience supporting CXOs, senior government officials, university leadership or corporate executives will be highly preferred.

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Educational Qualification A Bachelor’s degree is essential. A postgraduate qualification in Management, Administration or a related discipline will be an added advantage.

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Key Performance Indicators (KPIs)

The successful candidate will be evaluated based on:

Efficiency of Executive Office operations.

Timely execution and follow-up of action items.

Quality and accuracy of documentation.

Effectiveness of meeting coordination and minutes.

Stakeholder satisfaction.

Calendar management efficiency.

Responsiveness and turnaround time.

Ability to independently manage responsibilities.

Professionalism, confidentiality and reliability.

Overall contribution towards enhancing the effectiveness of the Executive Director’s Office.

📌 Office Manager to the Executive Director (Vijayawada)
🏢 Amrita Vishwa Vidyapeetham
📍 Vijayawada