Executive Assistant
The Population Council seeks applications from highly experienced, active and self-motivated Executive Assistant to be based in Addis Ababa. The Executive Assistant is responsible in providing high-level administrative and clerical support in a busy NGO office under a high pressure environment. Executive Assistant will support the Country Director and senior staff on a Girls Education Project. The highest level of ethics, confidentiality, productivity and professionalism is expected from this position.
JOB DESCRIPTION:
· Draft letters and documents in good English using standard business formats.
· Prepare organizational formats on vendors and consultants to the organization, maintaining the utmost confidentiality.
· Perform all clerical duties, taking memos, maintaining files, maintaining the confidentiality of information, and organizing documents. Photocopying, faxing, collating, as needed.
· Arrange travel, including international travel, accommodation, itineraries, and all correspondence related to arrangements as needed.
· Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel. Assist with executives’ expense reports.
· Plans/organizes and implements events such as meetings, business luncheons, or client dinners
· Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
· Maintaining files, records, and correspondence for meetings
· Maintains office supplies and commodities inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
· Answering phone inquiries, directing calls, and providing basic Council’s information and procedures.
· Inventory and management of display and distribution of publications
· Keep update the organization’s distribution and invitation list.
· Other duties as may be required of the position
Requirements and Qualifications
· Bachelor’s degree in business administration, English or related field preferred
· Five years’ prior experience in mid- to senior-level administration, related field in NGO environment
· Excellent computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel) and careful attention to detail in writing and formatting documents
· Excellent written and verbal communication skills in English language
· Excellent time management and prioritization skills
· Able to work in a fast-paced environment with multiple tasks and projects at hand
· Able to organize and manage large amounts of files, tasks, schedules, and information
· Self-directed and self-disciplined and able to work with little supervision
· Energetic and eager to tackle new projects and ideas