EXECUTIVE ASSISTANT TO THE RECTOR

EXECUTIVE ASSISTANT TO THE RECTOR

The Executive Assistant to the Rector is a critical position that directly supports the administrative, communicational, and organizational functions of the Rector’s Office at the Turkish-Japanese Science and Technology University (TJU). This role requires a high level of confidentiality, representation, and coordination. In addition to ensuring the effective management of the Rector’s daily workflow, the position also plays a central role in maintaining the University’s relations with national and international stakeholders.

Key Duties and Responsibilities

• Plan the Rector’s daily schedule, manage the calendar, and coordinate appointments.
• Follow up on correspondence, requests, and official documents submitted to the Rector’s Office, and ensure necessary routing and responses.
• Organize preparatory processes for national and international meetings, official visits, protocol arrangements, and academic events.
• Coordinate communication between the Rector and university units, public institutions, international partners, and other stakeholders.
• Draft correspondence in Turkish and English, and provide translation and summarization support when required.
• Support communication processes with Japanese universities, institutions, and representatives.
• Prepare and organize reports, briefing notes, and informational documents to be submitted to the Rector’s Office.
• Ensure the secure handling of confidential information and documents.
• Support the institutional presence and protocol processes of the Rector’s Office.

Qualifications

• Bachelor’s degree from an accredited university.
• Excellent command of English, both written and spoken, is mandatory.
• Proficiency in Japanese is preferred.
• Prior experience in similar positions, preferably within universities, public institutions, or international organizations, is an asset.
• Strong organizational, planning, and time management skills.
• Excellent written and verbal communication skills, with strong representational ability.
• High level of discretion, attention to detail, and sense of responsibility.
• Ability to manage multiple tasks, work effectively under pressure, and demonstrate a solution-oriented approach.
• Proficiency in MS Office and digital office tools.