MANAGEMENT SECRETARY (JOB GRADE 5)

Job Purpose

To provide efficient and effective administrative and secretarial support services to Management, ensuring smooth office operations, effective communication, excellent document management and filing, scheduling of activities, events and meetings, and coordination of activities in line with organizational standards.

Key Responsibilities

• Event Scheduling: Manage and prioritize executives’ calendars, diaries, schedule meetings, and coordinate appointments, and various itineraries
• Communication: Handle and prioritize all incoming and outgoing written correspondences, including emails, phone calls, blogs and posts.
• Document Preparation: Prepare, format and edit various documents, reports, letters, Memorandum, articles, presentations and publications
• Meeting Support: Prepare and Circulate Meeting Agendas, take Minutes at Meetings, and ensure all necessary materials are ready for meetings.
• Travel Arrangements: Plan and book travels and accommodation, as well as create detailed itineraries for business travels, events and trainings.
• Records Management: Organize, maintain and manage general office filing systems (physical and digital) for easy retrieval and reference.
• Confidentiality: Handle sensitive and confidential information with integrity.
• Office Support: Assist visitors, manage office supplies and replenishments and ensure office cleanliness, functionality of equipment as required
• Response Time Management: Ensure that all incoming and outgoing correspondence are handled and replied to within set turn-around time.
• Risk Management: Track and maintain up-to-date operational risk registers

Qualifications and Skills

Core Qualifications:

• Grade 12 School Certificate or Equivalent with a minimum of Five (5) “O” Levels, which must include Credits or Better in English and Mathematics.
• Diploma in Public Administration or related Management disciplines
• Diploma in Secretarial Studies, with 120/60 wpm Shorthand and Typing Speed is a mandatory requirement.
• Minimum of Three (3) years of relevant work experience in similar roles
  Proven Computer Skills (Microsoft Office Tools and internet) is required
• Membership to a relevant Professional Body is not a must but is desirable
  Preferred Age Limit: Not older than 45 Years Next Birthday

Other Desirable Competencies / Skills / Attributes:

• Results-oriented with excellent organizational and time-management skills
• Attention to detail, high-grade accuracy, and analytical skills are needed
• Proven ability to multitask, prioritize, and meet tight deadlines is crucial.
• Excellent written and verbal communication skills
• Excellent people management, interpersonal and public relations skills
• Demonstrated proficiency in Microsoft Office Applications (Word, Excel, PowerPoint, Outlook) is typically required and basic ICT knowhow is needed
• High integrity, professionalism, accountability and confidentiality are a must
• Demonstrated problem-solving and conflict management abilities