Senior Office Management Assistant Grade L-1

Job Description

KCMC University is seeking a Senior Office Management Assistant Grade L-1 for the Vice Chancellor’s Office. This full-time role involves comprehensive secretarial and administrative duties, including managing confidential communications, maintaining records, coordinating meetings and travel, and ensuring efficient office operations. The ideal candidate will have strong organizational, ICT, and interpersonal skills, with a focus on confidentiality and proactive problem-solving.

Requirements

• A holder of Diploma in Secretarial Studies (Bachelor’s degree in Secretarial Studies, Public Administration, Office Management, Computer Applications, Microsoft Office, Records and Archives Management, or Customer Service is highly desirable)
• At least five years as Office Management Assistant of a higher learning institution or in a Public Organization is an added advantage
• Proficient knowledge in office organization, workflow, scheduling, and records management
• Familiarity with proper filing, archiving, and handling of confidential documents
• Knowledge of executive communication protocols, both internal and external
• Understanding government policies and how they relate to higher education institutions
• Knowledge of organizing high-level meetings, conferences, and University functions
• Awareness of University regulatory status, policies, procedures, and ethical requirements is an added advantage
• Excellent command of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), virtual meeting tools
• High-speed typing, including audio transcription and minute-taking
• Accuracy in handling sensitive data related to university management
• Ability to draft memos, letters, reports, and speeches in a professional tone
• Efficient use of scheduling tools to coordinate high-level executive engagements
• Ability to prepare executive summaries, briefs, and analytical reports
• Use of cloud-based systems for secure and efficient document storage and retrieval
• Skills in organizing travel, accommodation, and protocol arrangements for the VC and guests
• Ability to handle sensitive information with the utmost professionalism and privacy
• Capacity to work under pressure and meet strict deadlines with minimal supervision
• Excellent verbal and written communication relaying official messages and instructions from respective executives to their subordinates
• Ability to anticipate needs, propose solutions, and act proactively
• Efficiently manage multiple tasks, often with changing priorities
• Strong accuracy in preparing documents and managing schedules
• Ability to work with administrative teams respectfully and supportively
• Comfortable adjusting to changing priorities and executive directives

Responsibilities

• Draft and attend to confidential letters/matters
• Maintain records of incoming and outgoing correspondences and files while maintaining confidentiality
• Maintain a record of events including appointments, meetings, and visiting schedules by keeping a diary
• Send replies to requests for the Vice Chancellor, advising them, and reminding them of appointments and meetings as well as the nature of the visitor’s interest
• Entertain and receive visitors and provide them with relevant information with a view to meet their needs
• Relay official messages and instructions from respective executives to their subordinates
• Schedule conferences and meetings, and inform the respective attendees and providing for refreshments during meetings or in a regular day’s work
• Make travel arrangements for supervisors, University Executives, and Guests
• Ensure that there is adequate and efficient operation of office functions daily
• Perform other duties as may be assigned by the immediate Supervisor