Executive Assistant to the President

Workplace Circumstances

• Environment: Educational (schools / universities etc.)
• Languages: English, Khmer
• Location: Phnom Penh

Position Summary

Reporting Line: President

Department: Office of the President

Support Provided To: President; Vice President, Growth & Development; Vice President for Academic and Student Affairs

Description:

The Executive Assistant provides high-level administrative and communication support to the President, and additional support to the senior management team. The position manages executive calendars and scheduling systems, prepares correspondence and reporting issued by the Office of the President, and serves as a professional point of contact for the Office with internal and external stakeholders.

Duties & Responsibilities

• Calendar and Scheduling
• Manage the President’s calendar and coordinate scheduling across the three executive offices.
• Administer Calendly and Microsoft Bookings: booking pages, meeting types, buffers, and availability rules so that routine scheduling is handled without executive involvement.
• Maintain shared calendars, including permissions, delegate access, and calendar conventions.
• Screen and prioritize requests for the President’s time, redirecting matters to the appropriate office where suitable.
• Coordinate multi-party meetings across time zones and institutions.
• Arrange domestic and international travel, including itineraries, visas, accommodation, and travel documentation.
• Executive Communication
• Draft and finalize correspondence, memoranda, briefing notes, talking points, and remarks for the President in executive-level English.
• Prepare Khmer-language correspondence and provide Khmer–English–Khmer translation and interpretation as required.
• Manage the President’s inbox: prepare draft responses, route items to the appropriate office, and ensure timely follow-up.
• Apply sound judgment as to tone, timing, and audience in communications involving the Board of Trustees, government ministries, partner institutions, and donors.
• Reporting and Follow-Through
• Compile and prepare recurring institutional reporting for the Office of the President, including University updates and input to Board of Trustees reports.
• Track decisions and action items from senior leadership meetings through to closure with Deans, Directors, and Vice Presidents.
• Prepare the President for meetings with background material, prior correspondence, and a concise briefing note.
• Maintain a record of institutional priorities and strategic plan deliverables, with named owners and due dates.
• Coordinate the flow of information among the three executive offices.
• Meetings and Committees
• Coordinate Senior Management Team meetings, the President’s Faculty Advisory Council, and other forums chaired by the President and members of senior management, including agendas, materials, minutes, and action tracking.
• Provide scheduling, material distribution, and minute-taking support for meetings of the Board of Trustees and its committees.
• Protocol and Events
• Manage protocol for official visits by ministry delegations, partner institutions, accreditation teams, donors, and dignitaries.
• Coordinate ceremonies and official functions hosted by the Office of the President, in partnership with the relevant departments.
• Represent the Office of the President professionally in person, in writing, and by telephone.
• Records and Confidentiality
• Maintain organized, secure, and retrievable records for the Office of the President.
• Handle personnel, Board, financial, and legal material with discretion.
• Propose improvements to the workflow and documentation practices of the executive offices.

Languages

• English - Good
• Khmer - Good

Qualifications

• Bachelor's Degree is required

Work History

• Executive support experience for 0 month is required

General & Technical Skills

• Demonstrated experience managing multiple senior executive calendars simultaneously.
• Professional proficiency in written and spoken Khmer and English. Written English must be of a standard suitable for correspondence issued over the President’s signature.
• Proficiency with Calendly and Microsoft Bookings, and with shared calendar administration in Microsoft 365 and/or Google Workspace.
• High proficiency in Microsoft Word, Excel, PowerPoint, Outlook, Teams, and SharePoint/OneDrive.
• Experience in higher education, an international organization, or an embassy is preferred.

Soft Skills

• Sound judgment, discretion, and composure with senior internal and external stakeholders.
• Professional presentation appropriate to formal and ceremonial University occasions.