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Administrative Assistant / Personal Assistant to Deputy Executive Secretary

Salary rangeConfidential | Contract type: Permanent

You have 4 days left to apply for this job.

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Job Summary

Job purpose:
The Administrative Assistant/Personal Assistant to the Deputy Executive Secretary provides Secretarial, administrative & managerial support to the Deputy Executive Secretary.
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.

Responsibilities

  • Manage and maintain the Deputy Executive Secretary’s diary, and telephone line;
  • Ensure timely dissemination of information from the Deputy Executive Secretary’s office to relevant stakeholders;
  • Conduct regular diary meetings with the Deputy Executive Secretary to discuss upcoming engagements, invitations and other requests and matters;
  • 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;
  • 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;
  • Undertake and or complete research on behalf of the Deputy Executive Secretary or as he/she may assign;
  • 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;
  • Keep and maintain an accurate record of files, papers and electronic correspondence on behalf of the Deputy Executive Secretary;
  • Maintain and regularly update a user-friendly database of contacts with people, businesses and institutions that the Deputy Executive Secretary/UNCST works with.
  • Manage unscheduled events and activities in the Deputy Executive Secretary’s office and troubleshoot problems;
  • Provide support to the Office of the Executive Secretary especially in the absence of the   Personal Assistant to the Executive Secretary;
  • Undertake any other UNCST tasks as necessary and as may be assigned.

Job Requirements

Required education: Bachelor's degree
Required relevant work experience: 3 years
Required languages: English (Spoken: fluent | Written: fluent)
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