Job Expired

DIRECTORATE PLANNING AND ADMINISTRATION
OFFICE OF THE EXECUTIVE DIRECTOR

1 x Post Designation : Senior Private Secretary Grade 8
Duty Station : Head Office, Windhoek (Office of the Executive Director)
Salary Scale : N$250,767 – 299,691
Housing Allowance : N$17,424 per annum
Transport Allowance : N$10,512 per annum

Job Summary

Type: full-time
Location: Windhoek
Category: Administration
Closing Date: 2026-08-30

Key Responsibilities

To Schedule meeting of the ED (Confidential)
To Manage the ED’s appointments and always inform or remind the ED on meetings and main concern.
Follow-up instructions given and be responsible of reminding the ED’s implementation of Official functions.
Prepare materials / inputs required for ED’s meetings (confidential).
Arrange/ order Office stationaries for ED’s Office.
Ensure that meeting facility and office is tidy at all times.
To make appointments, reservation and travelling arrangements.
Typing of manuscripts, the screening and channeling of telephone calls and visitors.
Updating of diaries and other sources of reference.
Performing of elementary secretarial work; the taking and relaying of messages.
Taking down of minutes at meetings where so required.
Serving of and arranging for provision of refreshments.
Making of photocopies and the collecting/delivering of documents.
Filing and safe keeping of all documents where so required.
Performing of any duties which may be assigned.

Requirements

An appropriate National Diploma or equivalent qualification on NQF Level 6 in Office Administration/Management and Technology, Business and Information Administration, Business Administration/ Management or Secretarial Studies plus 3 years appropriate experience in office management or administration.
Preference will be given to applicants with an Excellent Computer Literate.

Salary

N$250,767 – 299,691 per annum

How to Apply

Phone: 061-206 6111

Frequently Asked Questions

What are the typical qualifications and experience required for a Senior Private Secretary Grade 8 role in Namibia?

Candidates usually need a diploma or higher certificate in Office Administration, Secretarial Studies, or a related field. Extensive practical experience, typically 5-7 years, supporting senior management or executive directors is crucial. Proficiency in office software suites and excellent communication skills are also essential.

What are the common day-to-day responsibilities for a Senior Private Secretary in the Office of an Executive Director?

Daily tasks include comprehensive diary management, coordinating meetings, preparing confidential documents and reports, and managing correspondence. The role often involves making travel arrangements, screening calls, and acting as a primary point of contact for the Executive Director.

What are the typical work culture and professional expectations for this role within a Namibian executive office?

Namibian executive offices value professionalism, discretion, and a high degree of reliability and punctuality. Strong interpersonal and communication skills are essential to navigate diverse working relationships effectively. Respect for hierarchy and a proactive approach to supporting executive functions are also highly regarded.

What are the potential career growth paths and common benefits associated with a Senior Private Secretary Grade 8 position in Namibia?

Career progression could involve advancing to an Executive Assistant, Office Manager, or other supervisory administrative roles, often requiring further specialization or leadership development. Typical benefits offered by employers in Namibia may include medical aid, pension contributions, and annual leave, though these vary depending on the specific institution.

When applying for a Senior Private Secretary role in Namibia, what do employers look for and what should I highlight?

Employers seek a well-structured CV demonstrating proven executive support experience, exceptional organizational skills, and a keen eye for detail. A strong cover letter should articulate your understanding of the role's demanding nature and your ability to maintain confidentiality and professionalism. Highlighting relevant certifications and excellent references will significantly strengthen your application.

Government Office Administration Private Secretary Secretarial