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.