Administrative Assistant

Role Overview

This administrative position sits at the heart of a university department, ensuring that day-to-day operations run smoothly while supporting formal governance through accurate meeting records and follow-ups. You will act as the organisational anchor for committees, staff, and external contacts, handling everything from correspondence to event logistics. Your work directly enables leadership to focus on strategic priorities, knowing that documentation, scheduling, and communication are reliably managed.

Key Responsibilities

• Coordinate the preparation of committee meetings, including drafting agendas, booking venues, and sending invitations to members.
• Produce clear, accurate minutes for official meetings and circulate them within agreed timelines for review and approval.
• Maintain a structured filing system for committee decisions, official letters, and departmental records, ensuring quick retrieval and proper archival.
• Track action points arising from meetings and proactively chase responsible staff to ensure deadlines are met.
• Manage the department's inbox and outgoing correspondence, drafting professional responses and flagging urgent matters to management.
• Support the logistics of workshops, seminars, and departmental events, including participant communication and material preparation.
• Keep departmental databases and records current across both manual and electronic platforms, verifying accuracy when updating.
• Monitor office supply levels, process procurement requisitions, and liaise with central administrative units as needed.

Requirements & Qualifications

• Bachelor's degree in a relevant discipline with at least two years of experience at Grade 7 level within MKU or an equivalent role in a recognised academic institution.
• Alternatively, a Higher National Diploma in a relevant field combined with three years of relevant experience at Grade 7 or an equivalent institutional level.
• Alternatively, a Diploma in a relevant field with five years of relevant experience at Grade 7 within MKU or a comparable academic setting.
• A Diploma in Secretarial Studies or a related professional certification is a strong added advantage.
• Demonstrated ability to handle sensitive and confidential information with discretion.
• Proven organisational skills, including the capacity to manage competing deadlines and coordinate multiple tasks simultaneously.
• Strong written and verbal communication skills, with attention to detail in documentation and reporting.
• Familiarity with office productivity tools, email platforms, and database management in an academic environment.