[1] Creation of Position number corresponding to unique position code/budget

[2] Offices of the Vice Chancellor, Academic Dean, Dean of Research & Strategic Planning, Registrar & Director of Operations.

1. Prime function/purpose of the position

To provide high-level, professional executive support to the Vice Chancellor, ensuring the smooth operation of their office enabling operational and strategic priorities to be met efficiently.

2. Operational Responsibilities

Executive Support

1. Act as the primary liaison for the Vice Chancellor, managing communications with internal and external stakeholders.
2. Handle confidential and sensitive matters with discretion.
3. Ability to take on drafting, editing of Speeches for the Vice – Chancellor (Manu Folau)
4. Draft correspondence, prepare briefings, and manage follow-ups on behalf of the Vice Chancellor.
5. Diary & Travel Management
6. Proactively manage the Vice Chancellor’s calendar, resolving scheduling conflicts and prioritizing engagements.
7. Organize travel arrangements, including international trips, and coordinate attendance at conferences and events.

Meeting Coordination

1. Plan and manage Executive Board meetings: prepare agendas, collate papers, take minutes, and track action items.
2. Ensure meetings have clear objectives and outcomes, with all necessary documentation prepared in advance.

Office Administration

1. Oversee the day-to-day operations of the Vice Chancellor’s Office.
2. Maintain systems for tracking correspondence, projects, and deadlines.
3. Support recruitment activities for senior leadership roles in collaboration with HR.
4. Stakeholder Engagement
5. Build and maintain relationships with member Churches, Dignitaries, government, regional and international bodies, partner institutions, other University institutions local and abroad, donors, NGOs diplomatic offices, villages and communities’ leaders, Pasifika Indigenous Institutions and representatives, students, visitors, and organizations.
6. Coordinate communication with the University’s Pro-Chancellor, Chancellor and University Council

Skills and Attributes

1. Exceptional organizational and time-management skills.
2. Strong written and verbal communication.
3. Ability to work independently and exercise sound judgment.
4. High emotional intelligence and professionalism.
5. Familiarity with higher education governance and policy is an advantage
6. Ability to abide by and excel in duty of care or the vakamareqeti ni i yau bula operational standards of the University.

Qualifications/requirements

1. A Masters Degree is “preferred”;
2. A minimum qualification “requirement” at a Bachelors Degree level;
3. Relevant specific experience and years of experience in Executive-level support, ideally within higher education or public sector.
4. Proficiency in Microsoft Office and digital collaboration
5. Must submit a Letter of Application inclusive of an updated Curriculum Vitae
6. Must provide a written example of a proven sample of work done in a previous assignment.
7. Must provide contacts of two Referees
8. Must be Medically cleared
9. Must produce a non-adverse Police Report
   
   
   2. Job Description Pillars

   The Job Description of the Executive Assistant is aligned with the Employment Relations Promulgation No 36 of 2007 and grounded on university vision, policies, standards, operational systems, procedures and processes with the following critical examples to name a few.

   UNIVERSITY VISION

   ‘Shaping a “whole of life” education for transformation for the Pasifika Household of God to meet the challenges of our time’

   CONTRACTS

   Contractual terms and conditions that apply to university positions i.e. Executives, Facilitators of Learning, Directors, Managerial, Administration and Campus Services positions.

   CLASSIFICATION OF POSITION STANDARDS

   The detailed minimum standards that apply to university positions i.e. Executives, Facilitators of Learning, Directors, Managerial, Administration and Campus Services positions e.g. qualification level, years of relevant experience and technical skills/expertise to name a few.

   SALARY STRUCTURE        

   The University Salary Structure

   WORKPLAN FRAMEWORK

   1. INDIVIDUAL ANNUAL WORKPLANS

    University positions and subsequent position holder(s) i.e. Executive positions, Facilitators of Learning or Academic positions, Heads of School/Directors of Institutes & Centers Managerial and Senior Administrative positions contain both annual strategic plan and operational performance targets via individual annual workplans.

   2. SCHOOL / INSTITUTE / CENTRE / DEPARTMENT ANNUAL WORKPLANS

   The said annual targets and performance expectations as outlined under 1 above are aligned to Annual Strategic and Operational workplans of a School, Institute, Centre or Department

   3. EXECUTIVE DIVISION ANNUAL WORKPLANS

   The said annual targets and performance expectations as outlined under 2 above are aligned to Annual Strategic and Operational workplans of each of the 4 Executive Officers and Heads of the four Executives Divisions of the University i.e. Office of the Vice Chancellor, Academic Dean, Registrar & Director of Operations and the Dean of Research & Strategic Partnerships.

   HUMAN RESOURCES POLICIES

   Human Resources Policies that  set out workplace behavioural standards and expectations. Performance management & performance appraisal systems, Grievance procedure, Disciplinary and Appeals mechanisms and the administration of workplace benefits and performance rewards to highlight a few.

   FINANCE POLICIES

   Strategic and Operational financial management standards, systems, procedures and processes that uphold financial due diligence in all facets of financial management practices and rules required by the University.

   FACILITATORS OF LEARNING POLICIES

   The creation of new University policies programmers through face to face, blended and fully on-line mode that exemplify the vision of the University. Policies, Programmers’ and course offerings that are communities based “whole of life” transformative, that integrates communities’ knowledge and models of learning which are aligned to the cultures and spiritualities of the people.”

   Policies that govern and promote excellence in teaching and learning, publication, research, promotion, rewards, quality of teaching, quality of research, quality of publications, workload model for teaching only and teaching as well as research active staff, fundraising, community outreach, replicable community projects. Collaborations locally, regionally and internally, to name a few.

How to Apply

Interested candidates are invited to submit the following:

• Curriculum vitae with at least two credible referees with their contacts details who will be contacted by the Appointments committee.
• Cover letter.
• Copies of all academic certificates certified by a JP officer or lawyer.

Applications to be emailed to appointments@pcu.ac.fj with the subject title: Application for Executive Assistant Position and copied to info@pcu.ac.fj by 31st October 2025. Alternatively, send via postal mail to the address: The Registrar, Pasifika Communities University, Private Mail Bag, Suva, Fiji Islands.

The Pasifika Communities University (PCU) is an equal-opportunity employer and encourages applications from diverse backgrounds.