Executive Secretary at Multimedia University of Kenya

Duties and Responsibilities

• Manage office protocol and etiquette to ensure customer satisfaction and harmony.
• Serve as a liaison between offices, University Management, and the institution as a whole.
• Attend to visitors and clients (both internal and external).
• Handle incoming and outgoing telephone calls.
• Provide reception services by responding to internal and external inquiries and complaints from staff and clients.
• Draft routine correspondence (e.g., emails, memos, letters, and notices) to ensure smooth communication flow.
• Organize the flow of office information, prioritize and direct email messages and correspondence, and ensure follow-up as needed.
• Prepare reports, speeches, and PowerPoint presentations for meetings and seminars.
• Maintain and update the contact database.
• Manage meeting logistics, including sending meeting notices and agendas, circulating reference documents, booking venues, managing food service requests, and fulfilling other requirements.
• Take oral dictation for efficient letter writing.
• Use e-office tools for research and data processing to generate accurate information and statistics.
• Operate office equipment for copying and distribution.
• Prepare work plans and almanacs.
• Prepare quarterly reports on performance contracts.
• Prepare quarterly work plan reports.
• Take minutes during meetings.
• Establish and monitor procedures for record-keeping of correspondence and file movement to maintain proper records as per Quality Management Systems.
• Secure office records, equipment, and documents, including classified material, to prevent loss.
• Guide and supervise other office personnel (e.g., drivers, office assistants, and clerks) to ensure overall office efficiency.

Requirements for Appointment

• Served in the grade of Assistant Executive Secretary for a minimum period of three (3) years.
• Bachelor’s degree in a relevant field.
• Master’s degree in a relevant field.
• Diploma in Secretarial Studies.
• Certificate in Computer Applications skills from a recognized institution.
• Demonstrated merit and ability as reflected in work performance and results.