Assistant Executive Secretary Job Multimedia University

University Jobs. Multimedia University Jobs

Duties and Responsibilities

Duties and responsibilities at this level will entail:-

• Coordinate general office tasks
• Ensure management the office
• Allocate and supervise of duties assigned to the subordinate staff for smooth running of the office
• Assist Managers compile reports for presentation in various meetings
• Act as a liaison between Managers and other offices for effective communication Indicate
• Prepare notices for meetings and distributing agendas and minutes and booking meeting venues to ensure everything is in place for the meeting to run smoothly in order to achieve the set objectives for the meetings.
• Maintain contact data base for future reference, easy access and efficiency
• Facilitate internal and external communication for efficiency and to alter Managers on matters that need urgent attention
• Develop and maintain a functional office filling system to ensure easy retrieval
• Co-ordinate the meeting schedules and appointments as appropriate to realise set objectives for the meeting
• Make travel arrangements/itinerary/travel logistic for proper timeliness
• Screen visitors, telephone calls and handle complaints and enquiries to enhance efficiency and the Manager’s productivity.
• Receive and dispatch internal/external mail /correspondences for proper prioritization
• Maintain and disseminate information on university systems, policies and procedures for enhance efficiency
• Assist in preparation of departmental budgets for proper planning.
• Harmonise flow of work in all departments for smooth running of day to day office activities
• Manage food service for meetings for proper continuity of the meeting
• Processing of office supplies and other requisitions for smooth office operations

Requirements for Appointment

For appointment to this grade, an officer must have:-

• 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:

• Type writing III (50 wpm)
• Office Management III
• Business English III
• Secretarial Studies II
• Commerce II
• Shorthand III (100 wpm)
• Office practice II

• Must have served in the grade of Senior Secretary Grade 10 or its equivalent for a minimum period of three (3) years.
• Certificate in Computer Applications skills from a recognized institution and
• Demonstrated merit and ability as reflected in work performance and results

How to Apply

• 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 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 envelopе, should reach the undersigned on or before 4th September 2025.