Job Description

Overview
Drive day-to-day operations and enable timely, well-informed decisions for the Vice-President (Innovation and Enterprise) and team. Own meeting cadence, process design, budget consolidation, event delivery, and stakeholder coordination to ensure execution is on time and on budget.
Key Responsibilities
1. Meeting operations

• Set agendas, prepare concise pre-reads, confirm participants, and capture decisions and action items.
• Track follow-ups to closure and publish summaries within 24-48 hours.

2. Operating rhythm and process design

• Establish and run stand-ups, monthly OKR reviews, and quarterly strategy reviews.

• Simplify workflows, remove bottlenecks, and standardize repeatable processes for new initiatives.

3. Budget and performance management

• Consolidate inputs across units; challenge assumptions and highlight variances and risks.

• Maintain dashboards showing status, risks, and next steps; support reforecasting and trade-off decisions.

4. Event delivery

• Plan and execute end-to-end for symposiums, workshops, and launches (run-of-show, vendor management,

logistics, stakeholder updates).

• Track and report event metrics: attendance, satisfaction, budget adherence, and lessons learned.

5. Communications and documentation

• Produce clear admin briefs, trip packs, stakeholder summaries, and executive updates.
• Handle sensitive information with discretion; ensure timely, accurate communication.

6. Stakeholder and dependency management

• Map dependencies, set expectations, and build consensus across faculty, administrators, and external partners.
• Negotiate trade-offs when priorities conflict; manage contingencies to keep delivery on track.

7. Tools and knowledge management

• Configure collaboration tools, trackers, and dashboards to fit team needs.
• Maintain a single source of truth for documents, decisions, and trackers.

First 90 Days

• Implement a weekly operating rhythm and publish a calendar of ceremonies (stand-ups, reviews).
• Launch OKR and budget consolidation with owners, timelines, and dashboards.
• Deliver one high-impact event end-to-end, with a post-event report.
• Stand up a structured repository for documents, decisions, and trackers.
• Build credibility as the point person for alignment and issue resolution

Requirements

• Bachelor's degree in Business Administration, Operations, Project Management, or related field; advanced degree is a plus.
• 5-8 years in operations, program management, or similar roles; experience in complex stakeholder environments.
• Proven ability to design and run operational cadences, budgets, and dashboards.
• Strong execution skills: planning, prioritisation, follow-through.
• Clear, candid communication; calm under pressure.
• Skilled in stakeholder management and consensus-building.
• Analytical capability to translate data into decisions; adaptable and continuous improvement mindset.

Success Metrics

• Meetings produce decisions and documented actions; >90% actions closed on time.
• OKR and budget dashboards updated on schedule; risks flagged early with mitigation plans.
• Events delivered on time and within budget; satisfaction targets met.
• Reduced escalations, faster decision cycles, and smoother quarterly reviews.
• Stakeholders report improved clarity, alignment, and confidence during peak cycles.

Please be informed that only shortlisted candidates will be notified.

Skills Required