Our client, a well-established financial institution in Kenya, is seeking a highly qualified Senior Secretary to provide dedicated support to the Head of Department.
The Senior Secretary will be responsible for managing the department’s office operations, coordinating stakeholders, organizing meetings, and ensuring seamless communication within and outside the office. This role requires a highly organized and professional individual with strong discretion and the ability to handle multiple tasks efficiently.
Key Duties and Responsibilities:
- Manage the Head of Department’s office operations, ensuring efficiency and confidentiality.
- Schedule and manage the Head of Department’s appointments, meetings, and travel arrangements.
- Act as the first point of contact for internal and external stakeholders visiting the Head of Department and ensure all procedures are observed.
- Handle and screen incoming calls, correspondence, and emails and any other communication to the office of the Head of Department.
- Manage communication flow (oral and written) to and from the Head of Department (including correspondence worked on by the Department, dispatch of letters, etc.).
- Assist in preparing and organizing materials for meetings, presentations, official correspondence, and conferences, including agendas, briefs, reports, speeches and presentations.
- Provide editorial and proofreading services on documents for Head of Department’s review and sign off.
- Organize and coordinate meetings, conferences, and engagements, ensuring that these activities are seamlessly executed and professionally handled.
- Work closely with staff supporting the Head of Department and coordinate with other offices in the Organization, when called upon.
- Develop and maintain an up-to-date filing system for correspondence (hard and soft copies) relating to the functions and/or roles handled by the Senior Secretary on behalf of the Head of Department.
- Ensure Head of Department’s Office is sufficiently equipped and always supplied.
- Ensure safe custody of documents and information for confidentiality and ease of retrieval.
- Handle confidential documents ensuring they remain secure.
- Other duties assigned by the Head of Department.
Academic and Professional Qualifications
- A Diploma in Office Management and other relevant courses from a recognized institution.
- A degree in any business-related field will be an added advantage.
- Professional Certification in Administration or Corporate Governance being an added advantage.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Work Experience
At least five (5) years of experience in an executive secretarial or administrative support role, with at least three (3) years in a similar position supporting C-suite executives in a corporate or financial institution.
Competencies
Technical Competencies
- Ability to build and maintain strong relationships within the Organization and outside to ease the flow of communication between the Heads of Departments, Staff and Organization’s Clients.
- Ability to handle matters expeditiously and proactively to successful completion.
- Planning, organizing and coordination of various tasks and stakeholders.
- Ability to prioritize conflicting tasks with required degree of excellence and within timeframes.
- Excellent Office Management skills and Secretarial Services.
- Excellent report writing and editorial skills.
- Excellent records management skills.
- Ability to understand and leverage digital and online tools to enhance operational efficiency and quality of work.
Behavioral/ General Competencies
- Decision making – ability to make administrative decisions in a timely and effective manner and to be accountable for decision making within departmental and role allocation.
- Discretion and Professionalism – The candidate must demonstrate a high level of integrity, confidentiality, and professionalism when handling sensitive information and executive matters.
- Integrity, honesty and ethics – ensures ethical practices and integrity and ensures the Organization is not put at reputational risk.
- Customer orientation – is customer focused striking a solid balance between external and internal customer orientation.
- Attention to Detail and Document Handling – The role requires precision in managing confidential documents, correspondence, and executive records.
- Stakeholder Management – the ability to interact effectively various internal and external stakeholders.
- Organizational and Multitasking Skills – A high level of organizational efficiency and the ability to handle multiple priorities under tight deadlines is critical.
- Adaptability–the ability to adapt to changing priorities and work in a fast-paced environment.
- Confidentiality and Professionalism – The candidate must demonstrate discretion, integrity, and the ability to handle sensitive information with utmost confidentiality.
- Forward looking approach and experience in actively seeking opportunities and solutions to executive office functions and responsibilities.
- Collaboration and teamwork.
- Problem-solving skills.
How to Apply:
If you believe you meet the role specifications and can clearly demonstrate your abilities for the role, please submit your application on our website, including authentic certified copies of relevant academic and professional certificates and testimonials, your curriculum vitae, details of your current position, current remuneration, as well as email and telephone contacts of three (3) referees who can speak of your competence, character and integrity.
Email or hard copy applications WILL NOT be accepted.
All applications must be submitted through the e-recruitment portal to be considered, and your application must be received by not later than April 04, 2025.
Our client is an Equal Opportunity Employer (EOE) committed to diversity, inclusion and gender equality. Canvassing will lead to automatic disqualification
Only shortlisted candidates will be contacted.
Job Category: Expert Hire
Job Type: Full Time
