Administrative Assistant, RVIBS Virtual School

Key Responsibilities

1. General Administrative Support

• Provide administrative assistance to the Virtual School Administrator, including scheduling meetings, managing calendars, and coordinating appointments.
  
• Draft, edit, and distribute internal and external communications, such as emails, memos, reports, and notices.
  
• Assist in the preparation of meeting agendas, take minutes during meetings, and ensure that follow-up actions are properly recorded and communicated.
  
• Maintain and organize documents, files, and records, ensuring they are up-to-date and easily accessible.
  

2. Event Coordination and Support

• Assist in organizing virtual events, webinars, orientations, and other online activities.
  
• Handle event logistics, including invitations, registration, and communication with participants.
  
• Ensure smooth execution of events by assisting with technical setups, coordinating materials, and following up with participants post-event.
  

3. Communication and Scheduling

• Coordinate communication within the Virtual School, ensuring timely distribution of important updates, schedules, and meeting reminders.
  
• Manage the Virtual School Administrator’s calendar, scheduling meetings, coordinating appointments, and ensuring there are no scheduling conflicts.
  
• Communicate with students, staff, and external stakeholders as directed by the Virtual School Administrator.
  

4. Learner Support

• Assist with the onboarding process for new learners, including helping to gather necessary documentation and communicating relevant information to students.
  
• Serve as a point of contact for learners, assisting with their inquiries and directing them to the appropriate resources.
  
• Track learner engagement, attendance, and provide regular updates to the Virtual School Administrator.
  

5. Administrative Document Management

• Maintain accurate records of meetings, including agendas, minutes, and follow-up actions.
  
• Organize and store important documents related to students, events, faculty, and partnerships in a secure and accessible manner.
  
• Support the preparation of internal and external reports, ensuring all required information is gathered and presented clearly.
  

6. Support in Partnerships and Collaboration

• Help maintain partnership records, assisting in tracking commitments, engagements, and documentation related to external collaborators, sponsors, and partners.
  
• Assist in the preparation of partnership proposals and reports as needed.
  

7. Support for Financial and Resource Management

• Assist with tracking budget-related documents, including expenses and invoices related to administrative operations.
  
• Support the Virtual School Administrator in maintaining records for resource allocation and budget adherence.
  

8. Internal and External Communications

• Help manage and track communication with prospective students, external partners, and industry contacts.
  
• Draft and send out newsletters, social media posts, and promotional material for Virtual School activities.
  

9. Performing any other relevant duties assigned by RVIBS authority.

Key Performance Indicators (KPIs)

• Administrative Efficiency: Timely and accurate completion of administrative tasks, including scheduling, record-keeping, and document management.
  
• Event Coordination Support: Successful planning and coordination of virtual events, ensuring seamless execution and positive participant feedback.
  
• Communication Timeliness: Efficient and clear communication within the Virtual School, including handling enquiries, meeting reminders, and correspondence.
  
• Learner Onboarding: Effective coordination of the learner onboarding process, ensuring all new students receive the necessary information and support.
  
• Documentation Management: Maintenance of accurate and organized records for meetings, events, student files, and partnership agreements.
  
• Stakeholder Engagement: Positive feedback from students, faculty, and partners regarding communication and coordination efforts.
  
• Financial Tracking Support: Accurate documentation and reporting of expenses and financial resources related to administrative activities.
  

How to Apply

Interested and qualified candidates should submit the following:

• Updated CV/Resume
  
• Copies of academic certificates and transcripts
  
• A brief cover letter indicating your preferred department