Private Secretary to the Chief Executive Officer (CEO) 401 views

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Post Title: Private Secretary to the Chief Executive Officer (CEO)

Section: Office of the Chief Executive Officer

Reports To: Chief Executive Officer

Job Description

Job Purpose:

To provide high-level confidential executive, administrative and secretarial support to the Chief Executive Officer (CEO), ensuring the efficient management of the Office of the CEO and facilitating effective communication, coordination and information flow across the Agency.

To support the Chief Executive Officer in the execution of APDAR’s strategic, governance and operational responsibilities through effective management of correspondence, meetings, official engagements, Board-related matters, records and executive administration.

Key Outputs:

• CEO’s Office managed efficiently and professionally
• Executive diary, meetings and official engagements effectively coordinated
• Official correspondence, reports and executive documents prepared accurately and submitted timely
• CEO directives, decisions and action points effectively monitored and followed up
• Confidential records and executive files maintained securely
• Board, management and executive meetings coordinated and serviced efficiently
• Official travel, protocol arrangements and logistical requirements coordinated effectively
• Effective communication maintained between the CEO, Board, management, staff and external stakeholders
• Administrative support contributing to the achievement of APDAR’s strategic objectives

Key Functions

1. Providing confidential executive secretarial and administrative support to the Chief Executive Officer.
2. Managing the CEO’s diary, appointments, meetings, official engagements and travel schedules.
3. Preparing, drafting, typing, formatting and proofreading official correspondence, reports, speeches, briefing notes, presentations and other executive documents.
4. Receiving, screening, prioritising and appropriately routing incoming correspondence, telephone calls, emails and visitors.
5. Coordinating and monitoring follow-up actions arising from CEO directives, management decisions and Board resolutions.
6. Liaising with Programme Managers, Unit Heads and staff to obtain information and ensure timely responses to requests from the CEO.
7. Acting as the primary liaison between the Office of the CEO and Government Ministries, Departments, Agencies, development partners and other stakeholders.
8. Coordinating meetings chaired by the CEO, including preparation of agendas, meeting documentation, logistics, minute-taking and monitoring implementation of action points.
9. Maintaining accurate and secure physical and electronic filing systems for executive correspondence and confidential records.
10. Maintaining records of executive decisions, approvals, correspondence and official documents.
11. Ensuring confidentiality of all information handled within the Office of the CEO.
12. Coordinating official travel arrangements, accommodation, transport and itineraries for the CEO.
13. Coordinating protocol arrangements for official ceremonies, meetings, conferences, delegations and visits involving the CEO.
14. Monitoring correspondence requiring action and ensuring responses are submitted within established deadlines.
15. Assisting in the organisation of management meetings, workshops, conferences and official functions coordinated through the Office of the CEO.
16. Ensuring the efficient day-to-day administration and operation of the Office of the Chief Executive Officer.
17. Maintaining office supplies, records and administrative systems required for the effective functioning of the CEO’s Office.
18. Providing administrative support in the preparation of strategic documents, reports and submissions as required.
19. Performing any other duties assigned by the Chief Executive Officer consistent with the objectives of the position.

Benefits

Salary Band: B2 – B3

Job Requirements

Person Specification

• Qualification
  • Diploma in Secretarial Studies, Office Administration, Business Administration, Public Administration or a related field
• Experience
  • Minimum of three (3) years’ relevant experience in executive secretarial, office assistant or senior office assistant

Competences

• Technical
  • Executive secretarial and office administration
  • Diary and calendar management
  • Business correspondence and report preparation
  • Meeting coordination and minute writing
  • Records and information management
  • Microsoft Office applications and electronic document management systems
  • Planning, organising and coordination
  • Office protocol and executive support
  • Travel and event coordination
• Behavioural
  • Professionalism and integrity
  • Confidentiality and discretion
  • Excellent interpersonal and communication skills
  • Strong organisational and time management skills
  • Attention to detail and accuracy
  • Initiative and proactive approach
  • Accountability
  • Ability to prioritise and work under pressure
  • Sound judgement and decision-making
  • Adaptability and flexibility
  • Ability to work independently and as part of a team
  • Customer service orientation
  • Commitment to quality and continuous improvement

How To Apply

Interested candidates should Sign-up or login to apply now or candidates are invited to submit a completed Employment Application Form, curriculum vitae, and certificates to APDAR, Ex-CID Building, Mont Fleuri, or via email to [email protected]

The closing date for applications is 14 July 2026.

Download Application Form Here

Note:

In order to increase your chances of a successful selection, kindly ensure that your application is complete and that all relevant information such as your qualifications have been provided with your application.   Otherwise, the Employer reserves the right not to consider your application for selection.