Personal Secretary To Hon'ble Vice-Chancellor

Jain Vishva Bharati Institute, Ladnun; Dobron Ka Bas; On-site; INR 600,000 - 900,000; Full time

Job summary

Jain Vishva Bharati Institute, Ladnun seeks a capable Personal Assistant to the Vice-Chancellor to manage secretarial duties, calendar coordination, and confidential communications. The role involves organizing meetings, preparing briefs, and ensuring professional liaison with government bodies, academic leaders, and external partners.

The successful candidate will have a graduate degree, English proficiency, and a proven track record as a PA in a reputed university or government setup, with

Qualifications

• Graduate in any discipline with proficiency in English.
• Qualified in the examination in secretarial practice conducted by State/Central Government or any registered Institutions of repute.
• At least five years of experience as Personal Assistant in a University/Govt./Public/Private Undertaking of repute.
• English Stenography speed: 120 wpm; English Type-writing speed: 60 wpm.

Responsibilities

• Manage the day-to-day functioning of the Vice-Chancellor's Secretariat and ensure smooth office operations.
• Maintain and coordinate the Vice-Chancellor's schedule, appointments, meetings, conferences, and official engagements.
• Screen, prioritize, and process incoming correspondence, emails, files, and communications addressed to the Vice-Chancellor.
• Draft, type, proofread, and process confidential letters, notes, reports, speeches, presentations, office orders, and official communications.
• Maintain confidential records, documents, personal files, and sensitive information pertaining to the Vice-Chancellor's Office.
• Coordinate with Deans, Heads of Departments, Officers, Faculty Members, Government agencies, statutory bodies, and external organizations on matters requiring the Vice-Chancellor's attention.

Skills

English proficiency

Stenography

Typing speed

Coordination

Education

Graduate in any discipline

MCA (desirable)

Job description

Role & responsibilities

• Manage the day-to-day functioning of the Vice-Chancellor's Secretariat and ensure smooth office operations.
• Maintain and coordinate the Vice-Chancellor's schedule, appointments, meetings, conferences, and official engagements.
• Screen, prioritize, and process incoming correspondence, emails, files, and communications addressed to the Vice-Chancellor.
• Draft, type, proofread, and process confidential letters, notes, reports, speeches, presentations, office orders, and official communications.
• Maintain confidential records, documents, personal files, and sensitive information pertaining to the Vice-Chancellor's Office.
• Coordinate with Deans, Heads of Departments, Officers, Faculty Members, Government agencies, statutory bodies, and external organizations on matters requiring the Vice-Chancellor's attention.
• Arrange meetings of statutory committees, governing bodies, academic bodies, and other official meetings as directed by the Vice-Chancellor.
• Prepare agendas, compile background materials, record minutes of meetings, and monitor follow-up action on decisions taken.
• Facilitate visits of dignitaries, government officials, academic experts, and other guests to the Institute.
• Handle protocol-related duties and assist in organizing official functions, convocations, conferences, workshops, and special events.
• Monitor the movement of files and ensure timely submission of matters requiring approval or decision by the Vice-Chancellor.
• Maintain an effective filing and record management system, both physical and digital.
• Coordinate domestic and international travel arrangements, accommodation, itineraries, and logistics for the Vice-Chancellor.
• Prepare briefs, summaries, and reference materials for meetings, presentations, and official engagements.
• Assist in monitoring important deadlines, action points, and institutional commitments assigned by the Vice-Chancellor.
• Maintain liaison with Government Ministries, funding agencies, regulatory bodies, universities, and other stakeholders as required.
• Ensure proper maintenance of confidentiality, decorum, and professionalism in all dealings of the Vice-Chancellor's Secretariat.
• Supervise support staff attached to the Vice-Chancellor's Office and ensure efficient workflow management.
• Handle public relations and communication matters entrusted by the Vice-Chancellor from time to time.
• Perform any other secretarial, administrative, coordination, or protocol-related duties assigned by the Vice-Chancellor or the Institute.

Preferred candidate profile

• (1) Graduate in any discipline with proficiency in English.
• (2) Qualified in the examination in secretarial practice conducted by State/Central Government or any registered Institutions of repute.
• (3) At least five years of experience as Personal Assistant in a University/ Govt./ Public/ Private/ Undertaking of repute.
• (4) English Stenography speed: 120 wpm; English Type-writing speed: 60 wpm.

Desirable:

• (1) Master of Computer Application, preferably.
• (2) Knowledge of Hindi Typewriting.
• (3) Good knowledge of computer applications.

Age:

Not more than 40 years