Titre du poste

Executive Secretary - Garowe

Description

Position : Executive Secretary - Garowe

Role Overview
We are looking for an Executive Secretary.
The Executive Secretary serves as a central administrative and communication resource for the organisation. The role is responsible for coordinating executive-level administration across all departments, managing official correspondence, meetings, minutes, schedules, document control, and records. The position ensures that management communication, documentation, and administrative processes are organised, consistent, traceable, and professionally maintained across the organisation..
Key Responsibilities
Executive & Administrative Support

  • Provide organisation-wide administrative support to department heads and senior management. Coordinate executive schedules, meetings, and appointments across departments.
  • Act as the central point for organising management calendars, internal coordination meetings, and official engagements.
  • Support management by tracking actions, follow-ups, and deadlines arising from meetings and executive directives.

Communication & Coordination Hub

  • Serve as the primary communication and coordination point between departments, management, and external parties.
  • Receive, screen, log, and distribute official incoming correspondence and requests.
  • Ensure consistent, professional communication standards across all management correspondence.
  • Escalate urgent matters appropriately and ensure timely responses.

Meetings, Minutes & Governance Support

  • Coordinate and schedule organisational meetings, management meetings, and departmental coordination sessions.
  • Prepare and circulate meeting agendas and supporting documents.
  • Accurately record, issue, and archive meeting minutes.
  • Track decisions, action items, and responsibilities to ensure follow-through.

Document Control & Records Management

  • Manage and maintain the organisation’s central document control system for contracts, correspondence, approvals, reports, and executive records.
  • Ensure all documents are properly formatted, issued, version-controlled, archived, and retrievable in accordance with organisational procedures.
  • Maintain structured physical and digital filing systems for all official documents.
  • Liaise with the IT Department to ensure document management systems, shared drives, and digital servers are properly structured, maintained, and updated.
  • Coordinate with IT to control user access rights, document security, backups, and version histories within digital document repositories.
  • Ensure that updates to official documents are correctly uploaded, indexed, and synchronised across digital servers and platforms.
  •  Support the implementation and enforcement of document naming conventions, folder structures, and retention policies in coordination with IT.
  • Assist management in retrieving, reviewing, and compiling controlled documents for reporting, audits, and approvals.

Contracts & Official Documentation

  • Maintain a central register of contracts, agreements, and formal commitments.
  • Track contract statuses, expiry dates, and renewal requirements.
  • Ensure all executed documents are properly logged, filed, and accessible to authorised personnel.

Office Coordination & Administrative Operations

  • Support coordination of organisation-wide administrative activities.
  • Assist with scheduling travel, site visits, and official engagements as required.
  • Ensure smooth daily operation of executive administrative functions.

Professional Standards & Confidentiality

  • Handle sensitive and confidential information with discretion and professionalism.
  • Ensure all executive documentation and correspondence comply with organisational standards and protocols.
  • Maintain neutrality and professionalism when dealing with all departments.

Required profile for job ad : Executive Secretary - Garowe

A highly organised Executive Secretary with 5–7 years of experience supporting senior management through strong executive administration, communication coordination, and governance support. Skilled in managing calendars and meetings, preparing agendas, recording accurate minutes, and tracking action items to ensure timely follow-through. Experienced in central document control and records management, including contracts registers, version control, filing/archiving, and audit-ready document retrieval, working closely with IT to maintain secure and well-structured digital repositories. Trusted for discretion, professionalism, and consistent delivery in busy environments.
Qualifications & Experience

  • Diploma or Bachelor’s degree in Business Administration, Office Management, or a related field.
  • 5–7 years experience in executive administration, central office management, or senior secretarial roles.
  • Strong written and verbal communication skills.
  • Advanced proficiency in office and document management systems.
  • Strong organisational, coordination, and record-keeping skills.
  • Proven experience handling confidential information.

Job criteria for job ad : Executive Secretary - Garowe

  • Job category :
    Marketing, communication - Secretarial work, assistantship
  • Industries :
    Public buildings and works sector, construction - Real-estate, architecture, town planning
  • Employment type : Fixed-term contract
  • Region : International
  • City : Garowe
  • Experience level : 5 to 10 years
  • Educational level : Bachelor
  • Spoken language :
    english > fluent
  • Number of Position(s) : 1
  • Salary expectations :
    KSh 120,000 - 150,000
  • microsoft office
  • Executive scheduling & calendar management
  • Meeting minutes
  • action tracking & follow-up
  • Document control & records management (filing
  • Archiving
  • retrieval)
  • Strong coordination
  • confidentiality & attention to detail
  • Tracking
  • Reporting
  • Calendar Management
  • Support
  • Assistantship
  • Administration
  • Records Management
  • Marketing
  • Marketing Communication
  • Documentation
  • Office Management
  • Communication
Be cautious! Do not send money to a potential employer. Do not pay any money for a potential contract of employment or for pre-employment training.
Please report any irregularities by using the candidate contact form and selecting the subject "Report a job ad".
Type de poste
Temps plein
Lieu du poste
Garowe , Kenya
Date de publication
5 février 2026
Valide jusqu’au
6 avril 2026
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Poste : Executive Secretary - Garowe

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