Secretary

Overview

The job holder is responsible for providing secretarial and administrative support to the Chief by managing schedules, correspondence, meetings, documentation, and coordination activities to ensure effective office operations, timely communication, and efficient support to executive priorities across NCHI.

Key Responsibilities

• Manage the Chief’s calendar by coordinating appointments, meetings, and engagements, ensuring effective scheduling and timely organization of priorities.
• Coordinate internal and external meetings by arranging logistics, confirming attendees, preparing required materials, and ensuring meeting readiness.
• Handle incoming correspondence, requests, and communications directed to the Chief by reviewing, organizing, and routing information to relevant stakeholders.
• Prepare, format, and maintain letters, memos, reports, presentations, and administrative documents in accordance with organizational standards.
• Record meeting minutes, decisions, and action items, and maintain follow-up trackers to support timely completion of assigned activities.
• Maintain organized records, files, and confidential documents related to the Chief’s office to ensure accuracy, accessibility, and proper document control.
• Coordinate administrative arrangements, including travel schedules, appointments, and logistical requirements when required.
• Support the preparation of meeting agendas, briefing materials, and supporting documents to facilitate effective discussions and decision-making.
• Monitor pending requests, correspondence, and administrative activities to ensure timely follow-up and closure.
• Coordinate communication between the Chief’s office and internal or external stakeholders to ensure smooth information flow.
• Maintain confidentiality and ensure proper handling of sensitive information, documents, and communications.
• Prepare periodic administrative reports, trackers, and updates related to office activities and outstanding actions.
• Support the organization of official events, workshops, and meetings by coordinating administrative and logistical requirements.
• Maintain administrative templates, filing systems, and documentation practices to enhance consistency and operational efficiency.
• Identify opportunities to improve secretarial processes, coordination practices, and administrative support activities to enhance the effectiveness of the Chief’s office.

Qualifications & Requirements

• Bachelor’s degree in Business Administration, Public Administration, Management, Communications, or International Relations, or any related field is required
• 2 years of relevant experience
• Certifications in executive assistance, office administration, business communication, or project coordination are optional

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