Senior Secretary - Thika Campus

Role Overview

Reporting to the Vice-Chancellor, the Senior Secretary is responsible for ensuring the efficient operation of the office through professional secretarial support, records management, and effective coordination of communications and schedules. The role requires a high degree of confidentiality and the ability to maintain institutional standards in all documentation and interactions.

Duties and Responsibilities

• Executive Support: Provide high-level secretarial support to the Vice Chancellor’s Office by preparing, editing, and quality-checking sensitive documents while ensuring accuracy and adherence to institutional standards.
• Records Management: Maintain an efficient records management system by organizing, classifying, digitizing, and securely storing both physical and electronic documents in line with policy requirements.
• Correspondence: Manage all incoming and outgoing correspondence by prioritizing, tracking, drafting responses, and ensuring timely action with no backlog.
• Information Flow Oversight: Oversee information flow by managing document inboxes, maintaining stakeholder contacts, and ensuring all communication is accurate, authorized, and properly formatted.
• Scheduling: Support scheduling by coordinating the Vice Chancellor’s diary, organizing meetings, and managing calendars and venue bookings efficiently.
• Event Planning: Assist in planning and executing official events by coordinating logistics, liaising with relevant teams, and ensuring proper setup of venues.
• Ad-hoc Support: Provide administrative and ad hoc support within the Vice Chancellor’s Office, including assisting during peak periods and facilitating onboarding of staff into office procedures.

Required Qualifications & Experience

Candidate must meet one of the following criteria:

• Option 1: Bachelor's degree in Secretarial Studies or Office Management with at least three (3) years’ experience as a Secretary.
• Option 2: Higher Diploma in Secretarial Studies with a minimum of four (4) years of progressive experience in secretarial or administrative roles.
• Option 3: Diploma in Secretarial Studies with a minimum of five (5) years of progressive experience in secretarial or administrative roles.

Additional Requirements

• Professional certification in secretarial practice, records management, or office administration is highly desirable.
• Prior experience in a university, public institution, or large corporate environment is strongly preferred.

Core Competencies

• Advanced secretarial skills and technology proficiency.
• High level of attention to detail and quality orientation.
• Demonstrated confidentiality and professional integrity.
• Excellent communication and interpersonal skills.
• Strong organizational and governance knowledge.

How to Apply

Interested and qualified candidates should apply through the Mount Kenya University recruitment portal at recruitment.mku.ac.ke.