Senior Secretary

Qualification

Must have:                                        

• Bachelor's degree in Secretarial Studies or Office Management, Business Administration, Public Administration, or a related field
• Three (3) years’ experience as a Secretary

OR

• Higher Diploma in Secretarial Studies
• Professional certification in secretarial practice, records management, or office
• administration is highly desirable
• Minimum of (5) years of progressive experience in secretarial or administrative roles,
• Prior experience in a university, public institution, or large corporate environment is strongly preferred.

Competencies:

• Advanced Secretarial Skills
• Attention to Detail
• Confidentiality
• Communication
• Organizational Skills
• Governance Knowledge
• Technology Proficiency
• Interpersonal Skills
• Quality Orientation

Key responsibilities also include

Reporting to: The Vice-Chancellor

Duties and responsibilities:

• Provide high-level secretarial support to the Vice Chancellor’s Office by preparing, editing, and quality-checking sensitive documents while ensuring accuracy and adherence to institutional standards.
• Maintain an efficient records management system by organizing, classifying, digitizing, and securely storing both physical and electronic documents in line with policy requirements.
• Manage all incoming and outgoing correspondence by prioritizing, tracking, drafting responses, and ensuring timely action with no backlog.
• Oversee information flow by managing document inboxes, maintaining stakeholder contacts, and ensuring all communication is accurate, authorized, and properly formatted.
• Support scheduling by coordinating the Vice Chancellor’s diary, organizing meetings, and managing calendars and venue bookings efficiently.
• Assist in planning and executing official events by coordinating logistics, liaising with relevant teams, and ensuring proper setup of venues.
• Provide administrative and ad hoc support within the Vice Chancellor’s Office, including assisting during peak periods and facilitating onboarding of staff into office procedures.