Secretariat Admin Officer at Muthaiga Country

Principal Accountabilities:

Reciprocity – offer Administrative Support to Reciprocal Clubs Committee including but not limited to researching on reciprocating clubs, organising meetings, minutes takings, follow-up on matters arising and execute all actions as directed.

 Membership

• Membership Transitions – prepare transition letters reports and letters. Send letters and respond to Members’ enquiries accordingly.
•  Database – update and maintain membership database accordingly
•  Posting Candidates in the Database – open accounts for new member and post in details as provided in the membership application form
• Deputise Membership Admin while on leave.
• Members Comments – Collate and analyse Members and guests’ comments/feedback in the appropriate format. Prepare reports for the relevant Committee meetings.
•  Maintain membership registry, ensuring all relevant documents are filled and are up to date.
•  Filter all incoming mail and parcels and ensure they reach the designated persons on time.
•  Assist in preparation of Committee and Annual General meetings as directed.
•  Stock Secretariat stationeries stores and always maintain it up to date in all respects in a presentable manner.
•  Any other duties that may be assigned.

QUALIFICATIONS OF A SECRETARIAT ADMINISTRATIVE OFFICER

• Diploma in Business Administration or equivalent
• Prior experience as an Office Assistant, Office Administrator or handling administrative responsibilities in a related field
• Organised, multi skilled, self-directed individual with a positive attitude, excellent organizational skills and able to work under minimum supervision.
• Visionary, result-driven, self-directed and resourceful administrative professional focusing in making a difference in office administrative procedures.
• Excellent communication and presentation skills with the ability to liaise effectively with a range of departments to effectively achieve departmental and organisational objectives
• Flexible and able to adapt to rapidly changing circumstances, prioritize, multitask and meet deadlines
• Analytical decision making and proactive approaches to problem solving
• Ability to work autonomously and as part of a team
• Discretion with personal and confidential information
• Advanced interpersonal skills, demonstrated ability to develop strong working relationships
• Creative and innovative thinker
• Proficient in Microsoft Office, In-design, Photoshop & Corel Draw
• Qualifications in Secretarial studies will be an added advantage.