Administrative Secretary Intern at ACK Language and Orientation School

Key Requirements

• Must be A Kenyan Citizen
• Must be a Christian
• Must be below 45 years old.
• Must possess an Advanced College Diploma. A Bachelors’ degree in Business Administration or related field will be an added advantage.
• Formal qualification in office administration, secretarial work, or related training.
• Must have experience as an Administrative Secretary.
• Must be proficient in managing documents, spreadsheets, and databases.
• Must have the ability to liaise internally and externally on administrative matters.
• Must have exceptional skills in filing, record keeping, and organization.
• Must have a working knowledge of printers, copiers and scanners.
• Must be proficient in appointment scheduling and call forwarding systems.
• Must have excellent written and verbal communication skills.
• Must have exceptional interpersonal skills.

The successful candidate will be expected to support the school in the following areas :

Provision of Administrative support and Secretarial services to the School

• Manage correspondences eg. Emails, letters telephone calls etc
• Receive visitors and guide them to specific offices
• Scheduling, Planning and organizing Principals office activities and diary, office meetings, appointments, and other office events.
• Prepare documents for various meetings.

Office management and administration

• Supervise the work of all support staff and ensure smooth flow of work in the school.
• Draw a leave rota for office staff
• Supervise procurement exercise and logistics
• Ensure office supplies and basic utilities are available for staff eg. Drinking water, etc.
• Office hygiene and orderliness is maintained at all times.

Public Relation and Customer care role

• Manage schools reputation
• Build strong relationships with stakeholders
• General communication

Record keeping and documentation

• Keep accurate student’s enrolment, attendance and academic progress records
• Keep employees personal file records
• Management reports and minutes

Marketing and Brand building

• Develop marketing materials eg. Brochures, create a schools social media platform etc
• Enhance the institution visibility and reputation both locally and internationally.

Events Coordination & Calendar Management:

• Planning and executing events with guidance of the School’s Principal such as workshops, cultural activities, launch etc.
• Travel Arrangements: Planning and booking travel itineraries, including flights, accommodation, transportation, and any other travel-related arrangements for the Principal and other school officers.

To do any other duty assigned to you by the Principal accordance with the ACK Terms of Service.