Executive Secretary and Administrative Assistant
| Location | Addis Ababa, Ethiopia |
| Date Posted | April 1, 2020 |
| Category | Administration Secretary |
| Job Type | Full-time |
| Currency | ETB |
Description
Executive Secretary and Administrative Assistant Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May also train and supervise lower-level clerical staff
Job Duties and Tasks
- Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution. •
- Open, sort, and distribute incoming correspondence, including faxes and email.
- File and retrieve corporate documents, records, and reports. Maintain electronic and paper records ensuring information is organized and easily accessible. Handle confidential documents ensuring they remain secure.
- Greet visitors and determine whether they should be given access to specific individuals
- Prepare responses to correspondence containing routine inquiries.
- Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
- Prepare agendas and make arrangements for Top Management committee and other meetings lead by the Managing director.
- Make travel arrangements for executives.
- Attend meetings in order to record minutes, Compile, transcribe, and distribute minutes of meetings.
- Meet with individuals, special interest groups and others on behalf of executives.
- Manage and maintain executives' schedules.
- Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software.
- Set up and oversee administrative policies and procedures for offices and/or organizations
- .Supervise and train other clerical staff.
Job Requirements
- Minimum four years Proven experience as executive secretary
- Proficient in MS Office and
- In depth knowledge of office management and basic accounting procedures,
- Excellent organizational and time-management skills
- Outstanding communication and negotiation abilities Integrity and confidentiality
- BA Degree in Secretarial Science/business administration or relative field.
Applying Instructions
Interested and qualified applicants can send their CVs to the following email address