Job Description

Duties & Responsibilities
Calendar, Scheduling & Meeting Management
• Manage Co-Director's calendar and schedule meetings
• Prepare meeting agendas and circulate materials
• Send invitations and reminders
• Take accurate meeting minutes and follow up on action items

Event Management & Coordination
• End-to-end organisation of seminars, workshops, conferences, and Centre events
• Coordinate with speakers, arrange travel/accommodation, book venues
• Manage participant registration and event communications
• Oversee on-day logistics: venue setup, registration, catering, AV, vendor coordination

Financial Administration & Compliance
• Process registrations and manage event payments/receipts
• Prepare claims, reimbursements, and speaker payments
• Maintain budgets and expenditure records
• Ensure compliance with University policies

Administrative Support & Records Management
• Coordinate with departments and vendors
• Maintain administrative records and databases
• Support procurement activities
• Prepare correspondence and reports

Qualifications

• Bachelor's degree in Business Administration, Communications, Event Management, or a related field.
• At least 2 years of experience in senior administrative support, operations coordination, or event management within higher education, research, healthcare, or government sectors.
• Demonstrated experience in planning and executing meetings, seminars, workshops, and conferences.
• Proven background in financial management, budgeting, and expense tracking.
• Proficiency in Microsoft Office Suite, virtual meeting tools, and project management applications.
• Exceptional organizational and time-management skills with a strong eye for detail.
• Ability to work independently with minimal supervision while maintaining strong interpersonal and communication skills.

Applicants should include the following in their applications:

1) Cover letter (maximum 500 words) describing why they are suited for the position, how the role aligns with their career aspirations, and what they hope to achieve through the appointment;

2) A two-page curriculum vitae, accompanied by supporting documentation for all claimed qualifications and experience, contact details of two named referees