Job Expired

Senior Secretary – Namibia Investment Promotion and Development Board

Primary Purpose

The Senior Secretary to the CEO is responsible to provide confidential, efficient and effective secretarial and administrative support to the Chief Executive Officer and assist in the coordination and management of the daily functions of the office. The Senior Secretary will maintain the operations of the CEO’s office and ensure that during the CEO’s absence appropriate service levels are maintained.

Person Profile

Focusing on high quality performance and having a positive outlook. A natural forward planner who critically assesses own performance. Reliable, tolerant, supportive, patient, diligent and determined. Is a self-starter who can work well in a fast-paced environment. Empathic, displays emotional maturity, tactful, ability to keep information confidential, friendly, pleasant disposition and a clear communicator and is able to see things from the other person’s perspective. Well-presented and business-like. Keen for new experience, responsibility and accountability. Able to get on with others and be a team player.

Key Performance Areas

Act as the first point of contact to the office of the CEO and in dealing with stakeholders.
Maintain a daily updated diary for the CEO and ensure the CEO is fully briefed and prepared for all engagements and meetings.
Develop, implement and maintain office administration systems, procedures and processes.
Assist the CEO in research and information gathering for the drafting of reports and submissions.
Prepare correspondence i.e. drafting letters, reports, presentations etc. in consultation with the CEO.
Provide input to the annual budget for the office of the CEO.
Make travel and accommodation arrangements and related bookings for the CEO.
Establish and maintain a comprehensive database for all records and documents, hard copy and digital.
Update and maintain existing stakeholder contact information.
Coordinate EXCO meetings and provide secretarial support during these meetings, i.e. minute taking
Order and maintain optimal stock levels of stationery and office consumables.
Ensures that the office of the CEO is kept clean and tidy at all times.
Undertake other duties as may be reasonably required from time to time.

Education and Experience Required

Qualification and Experience Requirements

The Senior Secretary is required to hold a minimum of an appropriate and relevant Degree or Diploma in Office Administration, plus 5 years’ relevant work experience of which at least two years should have been at the level of a senior Personal Assistant, Executive or Senior Secretary level.

Broad practical and technical experience in the use of MS Office applications, particularly Excel, Word, Power point, or similar office applications at advanced level, Internet and email proficiency. Must be a very competent user of Excel and possess an advanced level of EXCEL proficiency.

Key Competencies and Knowledge

Exceptional written and verbal communication skills
Ability to work under pressure and to work extra hours to meet tight deadlines
Good organisational and time management skills
Ability to research, analyse and present findings clearly
Excellent interpersonal skills
Ability to take initiative and be innovate
Analytical, decisive and problem-solving skills
Customer service orientation, responds promptly to customer needs and service needs
Attention to detail, ability to prioritise and plan effectively
Flexibility and adaptability to deal with a range of different tasks
Discretion and an understanding of the confidentiality issues
Ethical conduct, high integrity, honesty and reliability
Advance computer skills i.e. MS Office applications, particularly Excel, Word and Powerpoint