Descriptions

The Personal Secretary provides high-level administrative, secretarial, and logistical support to the Executive Office. The role ensures efficient management of the Executive Office calendar, communications, documentation, and coordination with internal and external stakeholders. The position requires discretion, professionalism, and a strong sense of organization to maintain smooth operations at the top management level.

Responsibilities

Executive Support & Administration

• Manage the daily schedule, appointments, and travel arrangements of the CEO and other executives in the Executive Office.
• Act as the primary point of contact between the Executive Office and internal/external stakeholders, ensuring professionalism, confidentiality, and efficiency.
• Screen, prioritize, and handle incoming correspondence (emails, calls, letters, memos), responding or re-directing as appropriate.
• Draft, format, and proofread official correspondence, reports, speeches, presentations, and briefing notes.
• Maintain and organize confidential files, documents, and records (electronic and physical), ensuring quick retrieval and compliance with Bank’s document control policies.

Meeting Coordination

• Plan, coordinate, and organize Executive Office meetings, Board and management sessions, and other high-level events.
• Prepare and circulate agendas, minutes, action logs, and follow-ups for meetings.
• Coordinate logistics for meetings (venue, materials, refreshments, ICT setup, etc.).
• Track implementation of action points arising from Executive and Board meetings, liaising with relevant departments.

Travel & Logistics Management

• Manage travel arrangements (flights, visas, accommodation, ground transport, allowances) for the CEO and Executive Office staff.
• Prepare travel itineraries and briefing packs for official trips, ensuring accuracy and completeness.
• Process related expense claims and reconcile travel advances in coordination with Finance.

Office Operations & Coordination

• Oversee general administration of the Executive Office, ensuring smooth workflow and communication.
• Support preparation of periodic reports, presentations, and official documents required by management or external bodies (e.g., BOT, regulators).
• Liaise with departments and external partners to ensure timely submission of required information and documents.
• Maintain an updated contact database of key stakeholders, partners, and clients.

Confidentiality & Professional Conduct

• Handle sensitive and confidential information with utmost integrity and discretion.
• Uphold a professional image of the Executive Office and Coop Bank in all interactions.
• Manage multiple priorities under tight deadlines while maintaining accuracy and composure.

OTHER RESPONSIBILITIES:

Any other duties as may be assigned by the supervisor.

Requirements

Experience, Education & Professional Qualifications Required

• Diploma or Bachelor’s degree in Secretarial Studies, Business Administration, Office Management, Public Administration, or related field.
• Professional certification in Executive Assistance, Office Management, or Business Communication will be an added advantage.
• Minimum of 5 years’ experience as a Personal Assistant, Executive Secretary, or Administrative Officer supporting senior executives, preferably in a banking or corporate environment.
• Proven experience in coordinating executive-level meetings, travel, and confidential correspondence.
• Experience working in an environment requiring high levels of discretion and stakeholder coordination.

Knowledge & Skills

• Strong administrative and organizational skills; detail-oriented with ability to multitask.
• Excellent written and spoken communication skills (English and Kiswahili).
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms (Teams, Zoom).
• Good judgment, diplomacy, and problem-solving ability.
• High standards of personal presentation, integrity, and confidentiality.
• Ability to work under pressure and meet tight deadlines with minimal supervision.

Key Performance Indicators (KPIs)

• Accuracy and timeliness of Executive Office scheduling and documentation.
• Quality and completeness of meeting agendas, minutes, and follow-up actions.
• Responsiveness and professionalism in stakeholder communication.
• Compliance with confidentiality and document management standards.
• Level of executive satisfaction with administrative and secretarial support.

Personal Attributes:

• High level of integrity, professionalism, and confidentiality in handling sensitive employee matters.
• Proactive, self-driven, and results-oriented with a strong commitment to delivery.
• Adaptable and resilient, with the ability to respond quickly to changing organizational needs.
• Passion for continuous improvement, employee development, and organizational growth.

• Manage the daily schedule, appointments, and travel arrangements of the CEO and other executives in the Executive Office.
• Act as the primary point of contact between the Executive Office and internal/external stakeholders, ensuring professionalism, confidentiality, and efficiency.
• Screen, prioritize, and handle incoming correspondence (emails, calls, letters, memos), responding or re-directing as appropriate.
• Draft, format, and proofread official correspondence, reports, speeches, presentations, and briefing notes.
• Maintain and organize confidential files, documents, and records (electronic and physical), ensuring quick retrieval and compliance with Bank’s document control policies.
• Plan, coordinate, and organize Executive Office meetings, Board and management sessions, and other high-level events.
• Prepare and circulate agendas, minutes, action logs, and follow-ups for meetings.
• Coordinate logistics for meetings (venue, materials, refreshments, ICT setup, etc.).
• Track implementation of action points arising from Executive and Board meetings, liaising with relevant departments.
• Manage travel arrangements (flights, visas, accommodation, ground transport, allowances) for the CEO and Executive Office staff.
• Prepare travel itineraries and briefing packs for official trips, ensuring accuracy and completeness.
• Process related expense claims and reconcile travel advances in coordination with Finance.
• Oversee general administration of the Executive Office, ensuring smooth workflow and communication.
• Support preparation of periodic reports, presentations, and official documents required by management or external bodies (e.g., BOT, regulators).
• Liaise with departments and external partners to ensure timely submission of required information and documents.
• Maintain an updated contact database of key stakeholders, partners, and clients.
• Handle sensitive and confidential information with utmost integrity and discretion.
• Uphold a professional image of the Executive Office and Coop Bank in all interactions.
• Manage multiple priorities under tight deadlines while maintaining accuracy and composure.
• Any other duties as may be assigned by the supervisor.

• Strong administrative and organizational skills; detail-oriented with ability to multitask.
• Excellent written and spoken communication skills (English and Kiswahili).
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms (Teams, Zoom).
• Good judgment, diplomacy, and problem-solving ability.
• High standards of personal presentation, integrity, and confidentiality.
• Ability to work under pressure and meet tight deadlines with minimal supervision.
• proactive
• Adaptability, Quick Learning and Flexibility
• Team work
• Organizational Skills
• intergrity
• Work Ethic & Professionalism Skills
• Communication Skills

• Diploma or Bachelor’s degree in Secretarial Studies, Business Administration, Office Management, Public Administration, or related field.
• Professional certification in Executive Assistance, Office Management, or Business Communication will be an added advantage.
• Proven experience in coordinating executive-level meetings, travel, and confidential correspondence.
• Experience working in an environment requiring high levels of discretion and stakeholder coordination.