Administrative Assistant / Personal Assistant to Deputy Executive Secretary

Administrative Assistant / Personal Assistant to Deputy Executive Secretary

 

Job Title: Administrative Assistant/Personal Assistant to Deputy Executive Secretary
Contract Period: Three (3) years renewable;
Job purpose: The Administrative Assistant/Personal Assistant to the Deputy Executive Secretary provides Secretarial, administrative & managerial support to the Deputy Executive Secretary.
Key Duties & Responsibilities:

  1. Manage and maintain the Deputy Executive Secretary’s diary, and telephone line;
  2. Ensure timely dissemination of information from the Deputy Executive Secretary’s office to relevant stakeholders;
  3. Conduct regular diary meetings with the Deputy Executive Secretary to discuss upcoming engagements, invitations and other requests and matters;
  4. Schedule on behalf of the Deputy Executive Secretary meetings between him and his direct reports and the committees, groups and institutions to which he is a member and any other guests;
  5. Coordinate travel and accommodation requirements in connection with others and ensure necessary arrangements in place for the Deputy Executive Secretary match the requirements of his/her office;
  6. Undertake and or complete research on behalf of the Deputy Executive Secretary or as he/she may assign;
  7. In liaison with relevant officers, provide strategic communications support to the Deputy Executive Secretary. This support will include writing and editing speeches, presentations, talking points, website information, blogs, op-eds, white papers and other communications, as needed;
  8. Keep and maintain an accurate record of files, papers and electronic correspondence on behalf of the Deputy Executive Secretary;
  9. Maintain and regularly update a user-friendly database of contacts with people, businesses and institutions that the Deputy Executive Secretary/UNCST works with.
  10. Manage unscheduled events and activities in the Deputy Executive Secretary’s office and troubleshoot problems;
  11. Provide support to the Office of the Executive Secretary especially in the absence of the   Personal Assistant to the Executive Secretary;
  12. Undertake any other UNCST tasks as necessary and as may be assigned.
Job Requirements:

§  A Bachelor’s degree (Hons.) in Secretarial Studies or Office Management, or any closely related field from recognized University;

§  At least 3 years of experience in the same field in a busy work environment;

§  Proven experience and training in records management;

§  Proficiency in computer use especially Microsoft Office packages;

§  Excellent communication skills (written and verbal);

§  Ability to multi-task;

§  Ability to work under pressure & with minimum supervision;

§  Excellent interpersonal skills & customer care;

§  Discretion & understanding of confidentiality issues;

§  High level of integrity;

§  Age: not more than 35 years.

Apply for this position

Allowed Type(s): .pdf, .doc, .docx