Number of required - one Duty station – Addis Ababa Salary- Birr 10,000.00 - 14,000.00 according to experience & educational background
Duties and Responsibilities
Ensure proper calendar management, office coordination, meeting scheduling, and external relations of the office;
Responsible to the preparation and timely submission of periodic reports to the CEO;
Responsible to inform meetings to management members, to take senior management’s meeting minute and prepare the report on same.
Ensures the office’s smooth working relations with stakeholders & Customers.
Identify and monitor business opportunities online or any other media.
Support business improvement projects, including the development and roll out of new process, procedures, tools and templates (within the team and to sector/country colleagues).
Ensure travel arrangements, opening, sorting and distributing mails of the office;
Responsible to the preparation, proper handling and documentation of correspondences and official documents of the office;
Responsible to handle the distribution of incoming and outgoing letters of the office;
Provide Administrative support for the CEO as well as officers of the Organization.
Receives and arranges appointments for company guests to meet the CEO.
Handle visitors, logistics and liaise with and support work units in issues related to the office;
Hands the day to day dealings of the Office and provide support to front desk staff.
Assisting in the interpretation and application of administrative instructions, rules and regulations, policies and practices.
Communicate regularly with key colleagues through regular reporting, by email, phone and occasional face-to-face meetings.
Ensures the cleanliness and orderliness of the office and manager's meeting hall and instructs assigned cleaners to perform corrective actions.
Drafts letters, memos to be signed by the CEO.
Files all written and electronic documents of the office in care custody and retrieves and provides such reports up on authorization.
Trains/assists other secretaries to better handle their secretarial jobs as deems necessary
Perform other related duties as may be required.
Job Requirement
Required skills
Handles all secretarial responsibilities and duties for the Chief Executive Officer.
Assist in communications with partners and/or clients on project implementation.
Communicates with clients head officers and other business associates.
Setup and maintains computer and hard copy filling system for correspondence, technical and financial information.
Prepare daily reports, presentations and other important documents.
Maintain an adequate inventory of office supplies.
Assure the confidentiality of important matters.
Proficiency in English language.
The executive secretary would normally attain the required knowledge skill and attitudes.
Honest, trust worthy and respectful.
Wide experience of identify marketing opportunities and constraints. And Assist in developing a framework that will be effective in measuring the impact and ‘return on investment’ on part, or all, of the initiatives.
Educational qualification: Degree with secretarial science & Office management & related filed with minimum of 8 years work experience or Diploma with minimum of 10 years work experience.