Executive Secretary

Job Purpose

• This position is responsible for the provision of secretarial and administrative support in the office of the Chairperson, members of the Commission and the Commission Secretary to ensure services are provided effectively and efficiently.

Key Responsibilities/ Duties / Tasks

Managerial / Supervisory Responsibilities

• N/A

Operational Responsibilities / Tasks

• Oversee administrative and logistical matters to ensure seamless flow of the Commission’s activities;
• Avail office stationery;
• Manage e-office for effective research and processing of information;
• Utilizing office equipment;
• Attend to both internal and external clients and ensure they are satisfactorily served;
• Handle both outgoing and incoming calls;
• Handle customer/client enquires and complaints;
• Coordinate schedules of meetings and organize Commission and Committee meetings and ensure relevant materials for the specific meetings are in place;
• Manage the Executive’s official working diary appointments;
• Draft responses to correspondence for the Executive’s signature;
• Edit draft responses such as reports, minutes and presentations for the Executive’s approval;
• Coordinate travel arrangements including itinerary, clearance, tickets and other related requirements;
• Safeguard office records, equipment and documents including classified materials;
• Safeguard the integrity and confidentiality of data;
• Maintain an up-to-date filing system in the office to facilitate ease of retrieval of documents;
• Prepare responses to routine correspondence to ensure timely feedback to the clients;
• Manage office protocol and etiquette;
• Ensure refreshments are served accordingly;
• Ensure proper office layout, cleanliness and tidiness;
• Provide feedback to enhance business processes and initiate process improvement to achieve operational excellence; and
• Develop individual work plans, monitor own performance and seek requisite support to ensure delivery of agreed targets.

Job Competencies (Knowledge, Experience and Attributes / Skills).

Academic qualifications

• Bachelor’s degree in Secretarial Studies or Bachelor of Business and Office Management from a recognized university; and
• Diploma in Secretarial Studies from a recognized institution.

Professional Qualifications / Membership to professional bodies

• Certificate in Secretarial Management Course from a recognized institution;and
• Certificate in Public Relations & Customer Care Course

Previous relevant work experience required.

• Six (6) years of service in a comparable position from a reputable organization.