Job Description
We Are Hiring!
ACADEMIC SECRETARY
Join our academic administration team and play a key role in supporting academic governance and executive coordination at ESOFT UNI.
KEY RESPONSIBILITIES
- Meeting Governance & Minute Taking
- Coordinate, schedule and organize key university meetings (Senate, Academic Boards, Faculty Boards, and executive committees).
- Prepare and circulate agendas, briefs and supporting documentation well in advance.
- Produce precise, high-quality and objective minutes of meetings, capturing complex discussions, policy decisions and action items.
- Maintain a secure and accessible digital archive of meeting minutes, resolutions and policy updates.
- Academic Follow-up & Compliance Monitoring
- Act as the liaison between the Executive Office and the academic faculty.
- Track and monitor action items and follow up with Deans, Heads of Departments and academia to ensure deadlines are met.
- Assist in monitoring timelines for exam paper submissions, curriculum reviews, quality assurance reports and student grievance resolutions.
- Escalate potential delays or compliance issues to the Deputy Vice-Chancellor with proposed solutions.
- Executive Secretarial Support
- Manage calendars, scheduling and correspondence related to academic governance bodies.
- Draft official memos, letters and institutional notices on behalf of the academic leadership.
- Handle sensitive and confidential university information with the highest level of discretion.
REQUIRED QUALIFICATIONS & EXPERIENCE
- A bachelor’s degree from a recognized university in Business Administration, English, Secretarial Studies or a related discipline.
- Ideally 1–3 years of experience in executive secretarial or administrative work, preferably within a higher education institution or a highly structured corporate environment.
- Exceptional, verifiable experience in high-level minute-taking and managing meeting workflows is essential.
KEY SKILLS & COMPETENCIES
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and institutional management systems.
- Experience with digital task-tracking or project management tools (e.g., Trello, Asana, MS Planner) is a distinct advantage.
- Very good written and spoken English, with the ability to articulate complex academic discussions clearly and professionally.
- A strong, assertive, yet diplomatic interpersonal style to effectively follow up on deadlines with senior academic staff and professors.
- Outstanding project-tracking skills with the ability to manage multiple deadlines simultaneously without compromising on accuracy.
APPLY NOW
careers@esu.lk
Location: Bambalapitiya
Contact: 70 396 2965
Join Us!
BE A PART OF A TEAM THAT VALUES EDUCATION, EXCELLENCE AND IMPACT.