Background information about the job or company (e.g., role context, company overview)

Aga Khan University Hospitals in Karachi, Pakistan and Nairobi, Kenya are private, not-for-profit institutions providing high quality health care. The Main Hospitals serve as the principal sites for clinical training for the University's Medical Colleges and Schools of Nursing and Midwifery in Pakistan and East Africa. Our Vision of Aga Khan University Ho...

Responsibilities or duties

• Responsible for developing the schedule for the President’s visits to Nairobi and the region and providing full administrative and logistical support as required.
• Coordinating and organizing all meetings for the President/VPHS and Director & Deputy Board Secretary, including developing and circulating agenda and taking minutes and ensuring timely transcription and circulation to meeting attendees.
• Undertaking active follow-up with entity heads and other management team members on all matters pending resolution for leadership’s attention and decision.
• Assisting the Director in following up with relevant stakeholders to ensure timely and effective preparation of reports and other meeting documents for circulation to leadership, the Council and Board; undertaking first level compilation and consolidation of reports/presentation for the Director’s review; effectively planning and coordinating all logistical requirements for successful leadership, Board and Council meetings.
• Researching and following up on incoming issues and concerns to be addressed by the President/VPHS/Director, including those of a sensitive or confidential nature, and acting as instructed by the Director; conducting research on issues of strategic interest to OP EA and the University.
• In collaboration with Office of Events in the President’s Office in Pakistan, leading or actively participating in the planning and coordination of logistics for high level events or special projects taking place in Nairobi and in the region.
• Assisting the Director in expanding and strengthening the stakeholder relations portfolio.
• Effective management of the OP EA front office; reviewing correspondence, prioritizing for the Director's attention, and responding to emails/letters as may be required.
• Managing office expenses and reimbursements as required.
• Ensuring up to date hard/soft copy filing systems are in order and well maintained; safe and secure storage of confidential information.
• Managing stocks of office supplies; ensuring that all machinery and audio-visual equipment in OP EA are functional; keeping track of the assets inventory in line with the asset management policy.
• Overall management and coordination of regional and international travel for the President/VPHS/Director.

Qualifications or requirements (e.g., education, skills)

• Bachelor’s Degree (Management, Administration, Communication, or a Social Science). Preference will be given to master’s holders in any of these disciplines. Practical knowledge of Finance, Governance, Project Management, and Risk Management is an added advantage.
• Computer literacy is mandatory, with experience of applicable software programs – good knowledge of the digital workspace and information and data literacy.
• Strong interpersonal and public relations skills.
• Excellent written/verbal communication skills; ability to adapt communication to multiple stakeholders.
• A team player and ability to relate well with colleagues in multicultural settings.
• A creative thinker with analytical and problem-solving ability.
• Superior planning and organizational skills and ability to meet targets within set timelines.
• Demonstrated initiative and ability to effectively deliver in a high-speed and complex environment.
• Ability to set priorities and work effectively with little supervision
• Ability to work flexible/long hours.
• A positive attitude, resourcefulness, demonstrable integrity, values, and ethics; ability to maintain confidentiality.
• A knack for inquisition, continuous learning, and a desire to grow.

Experience needed

• 5 years’ experience in an administrative role in a busy executive office, preferably in a multinational organization.

• Responsible for developing the schedule for the President’s visits to Nairobi and the region and providing full administrative and logistical support as required.
• Coordinating and organizing all meetings for the President/VPHS and Director & Deputy Board Secretary, including developing and circulating agenda and taking minutes and ensuring timely transcription and circulation to meeting attendees.
• Undertaking active follow-up with entity heads and other management team members on all matters pending resolution for leadership’s attention and decision.
• Assisting the Director in following up with relevant stakeholders to ensure timely and effective preparation of reports and other meeting documents for circulation to leadership, the Council and Board; undertaking first level compilation and consolidation of reports/presentation for the Director’s review; effectively planning and coordinating all logistical requirements for successful leadership, Board and Council meetings.
• Researching and following up on incoming issues and concerns to be addressed by the President/VPHS/Director, including those of a sensitive or confidential nature, and acting as instructed by the Director; conducting research on issues of strategic interest to OP EA and the University.
• In collaboration with Office of Events in the President’s Office in Pakistan, leading or actively participating in the planning and coordination of logistics for high level events or special projects taking place in Nairobi and in the region.
• Assisting the Director in expanding and strengthening the stakeholder relations portfolio.
• Effective management of the OP EA front office; reviewing correspondence, prioritizing for the Director's attention, and responding to emails/letters as may be required.
• Managing office expenses and reimbursements as required.
• Ensuring up to date hard/soft copy filing systems are in order and well maintained; safe and secure storage of confidential information.
• Managing stocks of office supplies; ensuring that all machinery and audio-visual equipment in OP EA are functional; keeping track of the assets inventory in line with the asset management policy.
• Overall management and coordination of regional and international travel for the President/VPHS/Director.

• Strong interpersonal and public relations skills.
• Excellent written/verbal communication skills; ability to adapt communication to multiple stakeholders.
• A team player and ability to relate well with colleagues in multicultural settings.
• A creative thinker with analytical and problem-solving ability.
• Superior planning and organizational skills and ability to meet targets within set timelines.
• Demonstrated initiative and ability to effectively deliver in a high-speed and complex environment.
• Ability to set priorities and work effectively with little supervision
• Ability to work flexible/long hours.
• A positive attitude, resourcefulness, demonstrable integrity, values, and ethics; ability to maintain confidentiality.
• A knack for inquisition, continuous learning, and a desire to grow.
• Computer literacy is mandatory, with experience of applicable software programs – good knowledge of the digital workspace and information and data literacy.

• Bachelor’s Degree (Management, Administration, Communication, or a Social Science). Preference will be given to master’s holders in any of these disciplines.
• Practical knowledge of Finance, Governance, Project Management, and Risk Management is an added advantage.