Position Summary The Executive Assistant to the Vice-Chancellor will provide high-level executive, administrative, and coordination support to the Vice-Chancellor in managing the affairs of a multidisciplinary university. The position requires strong organizational, communication, interpersonal, and coordination skills, with the ability to work effectively with senior faculty, academic and administrative leaders, students, external stakeholders, industry partners, alumni, and government agencies.

The primary role is to serve as the principal point of executive support and program execution for the Vice-Chancellor's office, ensuring seamless calendar and information management, converting institutional priorities into tracked action. The role combines high-discretion executive assistance with structured program management, acting as a trusted extension of the VC's office and various university stakeholders, ensuring timely follow-up, effective communication, smooth execution of institutional initiatives, and efficient management of information and records.

Key Responsibilities

1. Executive Support to the Vice-Chancellor

- Manage the Vice-Chancellor's calendar, including scheduling and prioritizing meetings, appointments, and engagements.
- Prepare presentations, briefing notes, agendas, background material, and other relevant documents.
- Attend key meetings, as required, and record key decisions, action points, and responsibilities.
- Track and follow up on important decisions and commitments arising from meetings.
- Coordinate correspondence and communication on behalf of the Vice-Chancellor, as required.
- Handle sensitive and confidential information with the highest level of discretion.
- Act as the first point of contact for internal and external stakeholders seeking the Vice-Chancellor's time or attention, exercising judgment on prioritization and escalation.

2. Travel & Logistics

- Coordinate domestic and international travel arrangements for the Vice-Chancellor, including flights, accommodation, local transportation, itineraries, visas, and other travel-related requirements.




- Ensure all logistical arrangements are planned well in advance and that the Vice-Chancellor has a clear and updated itinerary.
- Coordinate travel and logistics for official delegations accompanying the Vice-Chancellor, wherever required.
- Work closely with various departments and relevant teams to ensure seamless arrangements.
- Manage travel budgets and reconcile related expenses in coordination with Finance.

3. Program Management & Follow-through

- Support the Vice-Chancellor in driving key institutional initiatives and special projects.
- Convert discussions and decisions into clear action points, timelines, and ownership.
- Coordinate with Deans, senior faculty, administrative heads, and other stakeholders to ensure timely execution.
- Maintain dashboards and trackers for key initiatives and provide regular updates to the Vice-Chancellor.
- Proactively identify delays, dependencies, and issues requiring intervention.
- Prepare periodic status reports and reviews on institutional priorities for the Vice-Chancellor's review.

4. Stakeholder & Office Coordination

- Liaise with the Registrar's office, Deans' offices, HR, Finance, and other administrative units to coordinate cross-functional matters on behalf of the Vice-Chancellor.
- Support preparation for Board of Management, Academic Council, and other governance meetings as directed.
- Maintain institutional protocol standards in all external and internal interactions on behalf of the Vice-Chancellor's office.

Qualifications and Experience

- Bachelors degree in any discipline from a recognized university through regular mode of study.
- 10 to 15 years of progressive experience, including at least 35 years supporting C-suite, Vice-Chancellor/Vice-President-level, or equivalent senior leadership.




- Demonstrated experience in program/project management — planning, tracking, and driving cross-functional initiatives to closure.
- Prior experience in a higher education, research, or large institutional setting is desired.

Skills & Competencies

Core Skills

- Robust written and verbal communication — able to draft briefing notes, correspondence, and presentations at a senior leadership standard.
- Proficiency in preparing correspondence, reports, presentations, minutes, and briefing documents.
- Excellent organizational and time-management skills, with sound judgment on prioritization.
- High proficiency in MS Office / Google Workspace (calendar, presentations, documents, spreadsheets, dashboards and other data management tools).
- Proficiency in use of AI platforms such as ChatGPT, Claude and others.
- Ability to coordinate effectively across multiple academic schools, departments, and administrative units.
- Ability to manage multiple priorities and work under tight deadlines.
- Strong follow-up and problem-solving abilities.
- Strong stakeholder management skills, with the ability to engage credibly with Deans, faculty, and administrative heads.

Behavioral Attributes

- Integrity in handling confidential institutional and personal information.
- Strong interpersonal skills and professional maturity.
- High ownership and follow-through — able to work with minimal supervision and anticipate needs.
- Composure and adaptability under pressure, shifting priorities, and last-minute changes.
- Polished professional presence suited to representing the Vice-Chancellor's office.
- Willingness to travel and be available beyond standard working hours when institutional needs require it.

The ideal candidate should be proactive, dependable, resourceful, and highly responsive, with the ability to anticipate the Vice-Chancellor's requirements rather than merely respond to them. Given the multidisciplinary nature of the university, the individual should be comfortable working across diverse academic and administrative domains and should demonstrate excellent judgment, diplomacy, and attention to detail.

📌 Executive Assistant and Program Manager To the Vice-Chancellor (Greater Noida)
🏢 Shiv Nadar University
📍 Greater Noida