Aeorion SMS

Senior Executive Assistant

Friday, April 12, 2024

Join a team that is committed to exceptional business and community building initiatives, building innovators and scholars in a caring and intellectually stimulating academic environment.  All community members are valued, respected and challenged to embrace excellence, integrity and social responsibility.


The University of the Commonwealth Caribbean seeks to provide broad-based educational opportunities through partnerships, flexible delivery modes and access to finance, in an environment where high standards, truth, respect and the dignity of the person are embraced. We acknowledge that it is impossible for us to fulfil our mission without creating an equitable and inclusive environment for our stakeholders.


The Senior Executive Assistant to the President is responsible for providing comprehensive support to the President. This dynamic position requires the ability to anticipate needs, think critically and offer solution to problems with a high level of professionalism and confidentiality. The jobholder is accountable for the effective, efficient and coordinated administrative efforts of the President’s Office.

The portfolio of the University College President spans all of the Institution’s campuses.

PRIMARY RESPONSIBILITIES (includes but not limited to the following)

  1. Provide sophisticated calendar for the President, prioritize inquiries and requests while; make judgements and recommendations to ensure smooth day-to day engagement. Reviewing and screening requests for meetings, events and speaking engagements. Efficient management of appointment schedules (with an aim of avoiding conflicts).
  2. Complete a variety of administrative tasks that facilitates the President’s ability to effectively lead the university, assisting with special projects, designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists etc.
  3. Serve as the primary point of contact for internal and external constituencies on all matter pertaining to the President, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response exercising judgement to reflect the President’s style and institution’s policy.
  4. Act as liaison and provide support to President.  Arrange, streamline and handle logistics for meetings with a variety of Departments, both internal and external.
  5. Work closely with the President to keep him well informed of upcoming commitments and responsibilities, following up appropriately.  Anticipate President’s needs in advance of meetings, conferences etc.
  6. Co-ordinate all executive team meetings and retreats and assist with staff meetings and events as needed.
  7. Manage information systems operations including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning. 
  8. The Senior Executive Assistant is required to specifically, examine, analyze, evaluate and refer all incoming communication, scrutinize and take action on correspondence as necessary and authorizes;
  9. Review documents requiring signature; draft appropriate correspondence.
  10. Interact intelligently with diverse audiences including partners, potential partners,   executive and management-level staff, private citizens, and community groups.
  11. Perform tasks assigned, including and preparing supporting material for the President’s meetings and projects (both for meetings called by the President and those called by other party). It is important that for meetings called by other parties, there is clear rationale established (and consultation held) before meeting is confirmed.  
  12. Use judgment to acquire necessary information from a variety of formal and informal sources in order to keep the President informed of matters affecting the University.
  13. Act as intermediary for the President, interacting with officials, and staff at all levels and the public.
  14. Provide information and resolution to issues requiring a comprehensive knowledge of institutional policies, procedures and special issues.
  15. Assist in research and analyses of data and the development of reports and proposals in Excel and other applications for the President’s Office.
  16.   Work with the executive team to co-ordinate the President’s outreach activities.  Follow up on contacts made by the President to cultivate ongoing relationship.
  17. Replenish office materials such as snacks, printer supplies, paper, office supplies etc.
  18. Provide event management support as required/requested.
  19. Provide hospitality to all guests and help to create a welcoming environment.
  20. Invest in building long-lasting relationships both externally and internally.


  • Master Degree in Business Administration or related field of studies from a recognized institution
  • Training in Paralegal Studies would be a distinct advantage
  • Five (5) years experience in working with high level Executives, Directors, Deans, AVP, VP, or supporting senior executive(s) would be an advantage.
  • Progressive experience in academic or related institutions
  • A combination of professional development and experience leading to high levels of competency


  • Excellent verbal and written communication skills
  • Must possess the ability to work on multiple, pressing projects simultaneously
  • Strong ability to execute work with a diversity, equity, and inclusion lends.
  • Must present a calm and professional demeanor to internal and external constituents in a fast-paced and challenging environment.
  • Proficiency in the Microsoft Suite (word processing, excel, power point, etc.)
  • Technical proficiency and problem solving skills  
  • Critical thinking and the ability to problem solve to the benefit of all parties when necessary are ideal.
  • Scrupulous attention to detail and consistent output of high quality work are essential.
  • Exercising confidentiality and discretion in all matters, at all times, is a must.
  • Must be able to identify and resolve problems in a timely manner.

ATTRIBUTES (Incumbent must possess the following attributes)

  • Trustworthy
  • Loyalty
  • Diplomacy
  • Political Savvy
  • Reliability
  • Performance focused


The jobholder may be required to work extended hours from time to time.

To apply please email