Executive Assistant to the Vice-Chancellor

The Organisation:

Pacific Adventist University (PAU) is owned and operated by the South Pacific Division of the Seventh-day Adventist Church. The institution is accredited by the Adventist Accreditation Association, an international denominational authority for all tertiary and graduate educational programs and institutions owned by the Seventh-day Adventist Church entities. The main campus is located on the pristine Koiari Park, 14 miles outside Port Moresby, the capital of Papua New Guinea. The institution was established in 1984. Since then, it has grown from a college of 20 students to a university of over 1000 students from across the Pacific.

The Role:

The Executive Assistant provides high-level administrative, organizational, and governance support to the Vice Chancellor. This role ensures the efficient operation of the Vice Chancellor’s office by managing schedules, communications, documentation, and stakeholder engagement, while modelling the values of Pacific Adventist University and contributing to its mission of excellence in education, service, and community engagement.

Core Responsibilities:

• Manage the Vice-Chancellor’s calendar, appointments, and travel arrangements.
• Screen calls, emails, and correspondence, ensuring timely responses and prioritization.
• Prepare correspondence, reports, and official documentation with accuracy and confidentiality.
• Prepare agendas, minutes, and follow-up actions for meetings., especially AdCom and Council meetings and other governance bodies in consultation with the Vice Chancellor.
• Ensure timely distribution of governance documents and follow-up on action items.
• Maintain filing systems (hard copy and electronic) for confidential documents and records for governance and compliance purposes.
• Draft, proofread, and distribute official correspondence, notices, and reports.
• Oversee office supplies, memberships, and professional affiliations.
• Organize and manage events hosted by the Vice-Chancellor’s Office.
• Support graduation ceremonies especially with graduation refreshment, official visits, and university-wide functions.
• Collaborate with other executive offices for joint events and public relations.
• Act as the primary point of contact for internal and external stakeholders engaging with the Vice Chancellor’s office.
• Draft professional correspondence and manage sensitive communications with discretion.
• Organize and coordinate official meetings, workshops, and University events involving the Vice Chancellor.
• Provide logistical and administrative support during high-level engagements.
• Represent the Vice-Chancellor’s Office with diplomacy and professionalism.
• Assist in monitoring key projects and initiatives aligned with the university’s mission.
• Provide research, briefing notes, and background materials for executive decision-making.
• Manage and run PAU transits.

About you:

Qualifications and Skills required:

• Active relationship with Jesus Christ, characterised by a deep desire for worship and service to God.
• Baptised membership in the Seventh-day Adventist Church with a deep commitment to its educational philosophy and mission.
• A Diploma or Degree in Office Administration, Business or any related field from a recognised institution.
• Proven ability to maintain confidentiality and handle sensitive information.
• Minimum of 5 years’ experience in executive-level administrative work.
• Demonstrated ability to manage confidential information with integrity.
• Strong organisational, time management and multitasking skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite.
• A sound working knowledge of, and proven loyalty to, the church, its organisation and policies.
• Have an interest in and aptitude for cross-cultural ministry.
• Excellent event management skills.
• Ability to liaise confidentially with all the Government departments, corporate clients and the general public on behalf of the Office of the Vice-Chancellor.
• The ability to work unsupervised and responds effectively to dynamic institutional needs.
• Manages multiple priorities with accuracy and efficiency.
• Produces clear, structured, and polished written and verbal communication.
• Proven ability to maintain the highest level of confidentiality, integrity, and ethical standards.
• Builds positive relationships across diverse internal and external audiences.
• Excellent interpersonal skills.
• High level of integrity and commitment to ethical standards.
• Commitment to the mission and values of Pacific Adventist University

How to apply:

Click https://www.pau.ac.pg/work-with-us/ to download the ‘Application Form’. Submit a completed application form, including a cover letter setting out your relevant experience to the core responsibilities of the role, your CV and copies of your educational qualifications in a single file to [email protected] .

As an equal opportunity employer, PAU particularly encourages applications from women.

Application closes on Friday, 16^th October 2026

All applications are to be addressed to:

The Human Resources Department

Pacific Adventist University

Private Mail Bag, Boroko, National Capital District

Email: [email protected]