Executive Secretary at Multimedia University of Kenya

Multimedia University of Kenya (MMU) is a chartered public university established by the Kenyan Government under the Universities Act No. 42 of 2012 and the Multimedia University of Kenya Charter 2013. ACADEMIC PROFILE Campuses MMU’s Main Campus is situated on a 115 hectares piece of land in a serene environment 25 Kilometres south of Nairobi alo...

 

Executive Secretary

  • Job TypeFull Time
  • QualificationBA/BSc/HND , Diploma , MBA/MSc/MA
  • Experience3 years
  • LocationNairobi
  • Job FieldAdministration / Secretarial 

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.

Method of Application

TERMS AND CONDITIONS:

The above positions carry remuneration packages which include among others, basic salary, medical cover, house, transport and leave allowances.

 Interested applicants should submit ten (10) copies of their applications with detailed curriculum vitae, e-mail address, telephone contacts, postal address, current post, copy of current pay slip, verified copies of academic, professional certificates and testimonials. They should provide clearance certificates from the following organizations.

  • HELB
  • EACC
  • Kenya Revenue Authority
  • Certificate of Good Conduct.
  • They should also provide three (3) referees who are knowledgeable about their competence and areas of specialization, one of who must be a recent/last employer. The referees should submit their confidential reports in sealed envelopes clearly marked with specific reference number, to the address below.
  • Applicants should fill the summary sheet attached in MS Word and send it to the following address: dvc_fa@mmu.ac.ke .
  • Only shortlisted candidates will be contacted.

NOTE

  • MMU is an equal opportunity employer thus, women, persons with disability and minority groups are encouraged to apply.
  • Applications quoting the respective reference numbers on the envelope, should reach the undersigned on or before Wednesday 29th January, 2025.
     

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