Private Secretary to the Mayor 205 views

Job Description

Job Purpose

To provide confidential, efficient, and high-quality executive and administrative support to the Mayor by managing the Mayor’s office, coordinating official engagements, handling correspondence, facilitating communication with stakeholders, and ensuring the smooth execution of the Mayor’s daily activities professionally and promptly.

Key Responsibilities

• Manage and maintain the Mayor’s diary, appointments, meetings, and official engagements.
• Coordinate and prioritize the Mayor’s daily programme to ensure the effective use of time.
• Arrange meetings, conferences, official visits, and public events.
• Prepare the Mayor’s daily briefing files and relevant background information.
• Receive, screen, record, and prioritize incoming correspondence, emails, telephone calls, and visitors.
• Draft, proofread, and prepare letters, memoranda, speeches, reports, and other official documents for the Mayor’s review and signature.
• Monitor outgoing correspondence and ensure timely follow-up on decisions and instructions issued by the Mayor.
• Maintain accurate records of all official correspondence.
• Coordinate meetings chaired by the Mayor.
• Prepare agendas, meeting documentation, and briefing notes.
• Attend meetings where required and prepare accurate minutes and action points.
• Monitor the implementation of decisions arising from meetings.
• Act as the first point of contact between the Mayor’s Office and government ministries, departments, district authorities, diplomatic missions, private organisations, NGOs, community groups, and members of the public.
• Facilitate communication and ensure prompt responses to enquiries and requests.
• Coordinate protocol arrangements for official visitors and ceremonies.
• Maintain confidential filing systems (both electronic and manual).
• Ensure the Mayor’s office operates efficiently and professionally.
• Monitor office supplies and administrative requirements.
• Coordinate travel arrangements, accommodation, transport, and itineraries for official missions.
• Maintain confidentiality of sensitive and classified information.
• Compile reports, statistics, and briefing papers as required.
• Ensure proper record management in accordance with established policies and procedures.
• Assist in coordinating public appearances, community events, and official functions involving the Mayor.
• Liaise with communications personnel regarding speeches, media engagements, and public announcements.
• Ensure protocol and etiquette requirements are observed during official events.
• Follow up on assignments delegated by the Mayor.
• Coordinate the flow of information between the Mayor and senior officials.
• Contribute to improving administrative systems and office procedures.
• Perform any other related duties assigned by the Mayor.

Job Requirements

Minimum Qualifications and Experience

• Diploma in Business Administration, Public Administration, Office Management, Secretarial Studies, Management, or a related field plus at least three years’ relevant experience as a Senior Office Assistant or in executive or administrative support, preferably in a senior office environment.
  OR
• Certificate in Secretarial Studies, Office Administration, or a related discipline with five years’ relevant experience

Skills

• Excellent written and verbal communication.
• Organisation and time management.
• Minute taking.
• Planning and coordination.
• Problem-solving.
• Advanced computer literacy (Microsoft Office and electronic records systems).

Competencies

• Integrity and confidentiality.
• Professionalism.
• Attention to detail.
• Interpersonal and customer service skills.
• Ability to work under pressure and meet deadlines.
• Initiative and sound judgement.
• Flexibility and adaptability.
• Teamwork.

How To Apply

Interested candidate(s) are requested to Sign-up or login to apply now or candidates are invited to submit:

• A cover letter;
• A detailed Curriculum Vitae;
• Certified copies of academic and professional qualifications; and
• Contact details of two professional referees.

Applications should be addressed to: [email protected]

Closing date is 12th August 2026

Only shortlisted candidates will be contacted

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.