PA to the Executive Secretary Job NCTTCA

Personal Assistant to the Executive Secretary Job

Job Purpose

The overall purpose of the job is to provide efficient secretarial support services to the office of the Executive Secretary.

Duties & Responsibilities

• Assist the Executive Secretary in his day-to-day administrative routines.
• Manage multiple tasks simultaneously while ensuring accuracy and attention to detail.
• Word process confidential and non-confidential letters, memoranda, reports, minutes, etc.
• Draft and type letters, memos, and circulars as necessary, and maintain an up-to-date filing and registry system.
• Send and receive official mail, date-stamp, sort and distribute it to respective recipients. Receive telephone calls, take messages, make calls, and arrange appointments.
• Maintain and schedule the Executive Secretary’s appointments.
• Arrange interviews and briefs for the Executive Secretary.
• Assist in organizing and hosting hospitality functions for outside visitors and staff.
• Ensure the Executive Secretary’s office is clean and tidy.
• Perform other duties as may be assigned.

Qualifications & Experience

• A degree in Secretariat Science, Office Management, Records Management, Public Administration, or Business Administration with emphasis on office management, and advanced word processing skills.
• A combined national and international experience of at least 8 years as a secretary, with solid knowledge of office and records management.
• Strong interpersonal, intercultural, organizational, and communication skills.
• Advanced IT skills, especially in Microsoft Office (Word, Excel, Access) or similar software packages.

Key Skills & Competencies

• Strong knowledge of office procedures and secretarial practices, including organization, planning, and general administration.
• Tact and poise, excellent communication and interpersonal skills, with the ability to work effectively with people from diverse backgrounds.
• Professional demeanor with strong public relations skills and courteous response handling.
• Effective time management and ability to prioritize tasks and meet deadlines under pressure.
• High level of discretion, confidentiality, and sensitivity to privileged information.
• Well-organized with the ability to consistently produce high-quality work in a fast-paced office environment.

Language Proficiency

Proficiency in English is required.

Working knowledge of French is desirable.

Eligibility Criteria

• Applicants must be between 20 and 35 years of age at the time of recruitment.
• Appointment is permanent until the retirement age of sixty (60).
• The position is open ONLY to Kenyan nationals.

Job Benefits

The position offers an attractive benefits package, including:

• Education allowance
• Medical scheme
• Insurance cover
• And other fringe benefits

How to Apply

All suitably qualified and interested candidates should submit the following:

• Application letter
• Detailed curriculum vitae
• Photocopies of academic certificates
• Copy of passport showing date of birth
• Contact details of at least three referees (not friends), with at least one being a most recent supervisor

Important:

Clearly quote the job title on both the application and the envelope or email subject line.
Submit only one application – either electronically or in hard copy (not both).

For electronic submissions:

Email your application to: ttca@ttcanc.org Subject: Secretary to the Executive Secretary

For physical submissions, address your application to:

The Executive Secretary
Northern Corridor Transit and Transport Coordination Authority
1196 Links Road, Nyali
P.O. Box 34068-80118