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
  • Experience3 years
  • LocationNairobi
  • Job FieldAdministration / Secretarial 

Duties and Responsibilities

  • Manage office protocol and etiquette for customer satisfaction and harmony.
  • Serve as a liaison between the offices, the University Management, and the institution as a whole.
  • Attend to visitors and clients (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 for both internal and external communication, i.e., emails, memos, letters, and notices to ensure a smooth flow of information.
  • Organize the flow of information in the office, including prioritizing and directing email messages and correspondence and ensuring follow-up as required.
  • Prepare reports, speeches, and PowerPoint presentations for meetings and seminars.
  • Maintain and update the contact database.
  • Manage the logistics around meetings by sending meeting notices and agendas, circulating reference documentation prior to meetings, booking meeting venues, managing food service requests, and other requirements.
  • Take oral dictation for speed and efficiency in letter writing.
  • Use e-office for research and data processing to generate accurate information and statistics.
  • Operate office equipment for copying and distribution.
  • Prepare work plans and almanac.
  • Prepare performance contracts quarterly reports.
  • Prepare work plans quarterly reports.
  • Take minutes in meetings.
  • Establish and monitor procedures for record-keeping of correspondence and file movement for proper record-keeping by maintaining an organized filing system as per the Quality Management Systems.
  • Secure office records, equipment, and document handling, including classified materials, to avoid loss.
  • Guide and supervise other office personnel, e.g., Driver, Office Assistant, and Clerk, for overall office efficiency.

Requirements for Appointment

  • Master's degree in Secretarial Studies, Office Management, HRM, Business Administration, or its equivalent from a recognized institution.
  • Bachelor’s degree in Secretarial Studies, Office Management, HRM, Business Administration, or its equivalent from a recognized institution.
  • Diploma in Secretarial Studies or single subjects as:
    • Typewriting III (50 wpm)
    • Office Management III
    • Business English III
    • Secretarial Studies II
    • Commerce II
    • Shorthand III (120 wpm)
    • Office Practice II
  • MUST have served in the grade of Assistant Executive Secretary (Grade MNT 11) or equivalent for a minimum period of three (3) years.
  • 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.

APPLICATION PROCEDURE

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/lastemployer. The referees should submit their confidential reports in sealed envelopes 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 24th  March, 2025.

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