About the job

We are pleased to announce an exciting opportunity for a highly organized and efficient individual to join Abaarso Tech University (ATU) as an Executive Office Secretary. In this role, you will provide essential administrative support to the President of ATU and Board of Trustees. The successful candidate will be responsible for maintaining schedules, drafting correspondence in Somali and English, and ensuring the smooth functioning of executive office operations.

Responsibilities:

1. Work closely with the President of ATU and Board of Trustees to facilitate efficient communication and coordination.
2. Maintain executive staff schedules, including arranging appointments, meetings, and travel logistics.
3. Schedule and maintain records of senior staff and Board of Trustee meetings, ensuring accurate documentation and timely dissemination of meeting materials.
4. Draft correspondence in Somali and English, including letters, memos, and emails, with attention to detail and adherence to professional standards.
5. Assist in the preparation of reports, presentations, and other materials as required.
6. Manage incoming and outgoing communications, ensuring messages are appropriately prioritized and handled in a timely manner.
7. Provide logistical support for meetings, including preparing agendas, taking minutes, and distributing meeting materials.
8. Maintain confidentiality and handle sensitive information with discretion.

Qualifications:

1. Minimum three years of experience in a similar role, preferably in an academic or professional setting.
2. Good knowledge of computer applications, including proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
3. Excellent command of the English language, both spoken and written.
4. Proficiency in drafting emails and correspondence in Somali and English, demonstrating strong written communication skills.
5. Strong organizational skills with the ability to prioritize tasks and meet deadlines effectively.
6. Professional conduct and ability to interact effectively with senior staff, faculty, students, and external stakeholders.

Application Procedure:

Interested candidates are requested to submit the following documents:

1. Cover letter highlighting their qualifications and suitability for the position.
2. Curriculum vitae (CV) detailing their educational background, work experience, and relevant skills.
3. Contact information for three professional references.

Please submit your application documents in electronic format via email to hr@abaarsotechuniversity.org with the subject line "Executive Office Secretary Application."  Deadline for applying is 5pm Wednesday, 31 January 2024.