Executive Secretary Ii At Alupe University College

Minimum Qualification and Experience
For appointment to this grade, a candidate must have: –
A Bachelor's degree in Secretarial Studies, Bachelor of Office Management, Bachelor of Commerce (HRM), Bachelor of Business Management (Business Administration), or any other relevant qualification from an accredited institution of learning;
OR
Higher National Diploma in Secretarial Studies with nine (9) years of experience in a similar executive position;
Single and group certificates offered by KNEC or an equivalent certificate from a recognized examining body;
Three (3) years relevant working experience as a Senior Secretary or its equivalent;
Demonstrated leadership skills and management of staff at the University level comparable institution;
Computer proficiency and conversant with the use of ERP systems; and
Demonstrated merit and ability as reflected in work performance and results.

Duties and responsibilities at this level will entail: –
Provide personal administrative support through conducting and organizing administrative duties and activities including receiving and handling information and visitors;
Draft and type letters, memoranda, notices of meetings, and circulars to respond/inform/communicate to both internal and external customers;
Manage office diary by marking and updating important office dates and appointments to avoid clash of events;
Provide an initial contact point for all clients by providing first-line information on customer satisfaction in accordance with the office Service Charter;
Manage proper keeping of records/documents by maintaining a good filing system for ease of records access;
Organize travel arrangements through hotel booking, flights, and excursions to meet appointment deadlines;
Control and manage office expenses by replenishing the office Petty Cash float to curb wastage of resources;
Order and control office stationery by use of stock bin cards to ensure order levels are observed for the smooth running of the office;
Secure and ensure timely servicing of office machines and equipment in the office through routine maintenance by service providers;
Maintain office cleanliness to ensure a conducive work environment for the University clients; and
Demonstrated merit and ability as reflected in work performance and results.