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Executive Assistant

Entity

Aga Khan University

Location

Arusha, Tanzania

Introduction

The Aga Khan University (AKU) is a private, autonomous and self-governing international University, with 13 teaching sites in 6 countries over three continents (www.aku.edu). An integral part of the Aga Khan Development Network (www.akdn.org), AKU provides higher education in several disciplines, carries out research relevant to the countries, and operates 7 hospitals and over 325 outreach clinics, all at international standards. It has close to 4,000 students and 14,000 staff. The University is both a model of academic excellence and an agent of social change. As an international institution, AKU operates on the core principles of quality, relevance, impact, and access.

An excellent opportunity exists for you to join the Arusha Climate & Environmental Research Centre (ACER), The Aga Khan University, in the position of an Executive Assistant. This is a full-time position based in Arusha, Tanzania.

The Executive Assistant (EA) provides high-level administrative and operational support to the Director of AKU-ACER, ensuring the efficient functioning of the Director’s office and supporting the Centre’s mission to advance interdisciplinary research, partnerships, and institutional development.

Responsibilities

  • Manage the Director’s executive calendar, scheduling meetings and coordinating engagements across internal and external stakeholders.
  • Prepare meeting agendas, briefing notes, and background materials for meetings involving the Director.
  • Record meeting minutes, maintain action registers, and track follow-up activities to ensure timely implementation of decisions.
  • Draft and format professional correspondence, concept notes, presentations, and official communications on behalf of the Director.
  • Maintain secure and organized records and document repositories using institutional systems such as SharePoint or OneDrive.
  • Coordinate governance meetings, advisory sessions, and management discussions involving the Director and senior stakeholders.
  • Support coordination of research programmes and projects by tracking work plans, timelines, and reporting deadlines.
  • Assist in preparing monitoring and evaluation reports and compiling programme performance updates.
  • Facilitate logistics for research activities, workshops, field visits, and stakeholder meetings organized by AKU-ACER.
  • Support compliance processes related to research permits, ethics approvals, and institutional documentation.
  • Assist with financial administration including budget tracking, procurement requests, vendor coordination, and processing invoices and expense claims in accordance with university policies.
  • Maintain documentation and financial records necessary for audit and reporting purposes.
  • Serve as the first point of contact for visitors, partners, and stakeholders interacting with the Director’s office.
  • Support recruitment logistics including scheduling interviews, preparing interview documentation, and coordinating onboarding activities.
  • Assist in organizing seminars, training sessions, outreach activities, and high-level visits to AKU-ACER.
  • Support communication activities including drafting internal memos, event announcements, website updates, and stakeholder correspondence in collaboration with the communications team.
  • Maintain stakeholder and partnership contact databases and assist in tracking agreements, memoranda of understanding, and institutional partnerships.
  • Coordinate office operations including meeting room bookings, supplies, IT support requests, and facility logistics.
  • Maintain strict confidentiality in handling sensitive institutional information and correspondence.
  • Perform any other duties assigned by the Director or university leadership.

 

Requirements

  • Bachelor’s degree in Administration, Management, Communications, or a related field. A Master’s degree or equivalent experience in administration, project management, or a related field is preferred.
  • Minimum five years of progressive administrative or executive assistant experience supporting senior leadership, preferably within higher education, research, or non-profit environments.
  • Demonstrated experience preparing executive correspondence, board or committee documentation, and meeting records.
  • Experience coordinating projects, events, or research-related activities.
  • Familiarity with budgeting processes, procurement procedures, and administrative compliance requirements.
  • Strong organizational skills with the ability to manage multiple tasks and competing priorities.
  • Excellent written and verbal communication skills.
  • Strong interpersonal skills and the ability to interact effectively with diverse stakeholders.
  • Ability to exercise discretion and maintain confidentiality in handling sensitive information.
  • Demonstrated problem-solving skills and attention to detail.
  • Proficiency in Microsoft Office Suite and other administrative software tools.
  • Ability to work independently while collaborating effectively within multidisciplinary teams.
  • Ability to communicate effectively in English; knowledge of Kiswahili is an advantage.
  • Commitment to contributing to the growth and development of AKU-ACER as a leading climate and environmental research Centre.

 

 

To Apply

​If you meet the requirements of this position, please send your application package, which should include an application letter and an updated CV, to hr.tanzania@aku.edu. Only shortlisted candidates will be contacted. For further information, please visit http://www.aku.edu.


Applications should be submitted latest by April 14, 2026