Executive Secretary at Kimisitu Sacco

Position Summary

The Executive Secretary is responsible for planning, coordinating, and providing effective and efficient administrative support to the Chief Executive Officer (CEO), managers, and directors of the Sacco. The role holder supports management to make the best use of their time and is relied upon to ensure that work is completed professionally without the need for constant or direct supervision.

Main Responsibilities

• Provide general administrative support to the CEO in managing daily activities and diary management
• Ensure communication, planning schedules, appointments, meetings, reports, presentations, and associated tasks are well organized for the CEO
• Plan and organize management meetings and ensure meetings are efficiently coordinated
• Manage and prioritize workflows to ensure that management meeting reports, minutes, correspondence, and matters for attention are handled professionally and timely
• Develop and maintain a contact database for directors, clients, vendors, key stakeholders, and regulators, and ensure it is updated regularly
• Draft communication correspondence on behalf of the CEO
• Plan and organize local and international travels, accommodation, visa arrangements, scheduling of meetings and visits, and coordinate with travel agencies
• Verify all expenses and claims and forward them to finance for payment to the CEO, board, and special committees
• Make decisions regarding general administrative issues as necessary
• Handle all communications between the Sacco and directors by drafting and sending emails, notices, and reminders to the board for meetings and events
• Screen telephone calls, inquiries, emails, and requests for the CEO
• Manage emails on behalf of the CEO
• Participate in the management of assigned ad hoc projects
• Enforce relevant guidelines, rules, and regulations