Senior Executive Assistant
Job Purpose
The purpose of this job is to assist the Executive Chief in the overall activities of the office management and coordination; deal with external customers of the Office in professional manner; maintain an effective and efficient relationship within and outside the Stakeholders and to facilitate administrative support; manage and administer the Executive Chief office; admitter calendars and manage appointments and meetings the Executive Chief and remind and produce activity report of the office.
Duties and Responsibilities
· Manage professional and personal scheduling for CEO, including agendas, mail, email, phone calls, client management, and other company logistics
· Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives
· Manage senior executives’ travel logistics and activities, including accommodations, transportation, and meals
· Provide administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contacts database
· Maintain professionalism and strict confidentiality with all materials
· Organize team communications and plan events, both internal and off-site
I. Event Management:
· Updates Executive Chief on status of issues before scheduled meetings.
· Prepares agenda and collects materials for meetings, speeches, and conferences; takes minutes, maintain confidentiality, keeps records of proceedings as required and track authorizations and correspondences.
· Organize and book venues for various meetings chaired by the Executive Chief and the Executive Board.
· Facilitates and manages periodic Executive Chief meetings, manage minute
· Makes executive Chief domestic and foreign travel arrangements, prepares itineraries, prepares and compiles travel vouchers, and maintains all travel records.
II. Organization Effectiveness;
· Provide administrative support to increase the effectiveness and efficiency of support services through improved communication and relation to each function as well as coordination and communication between functions and Executive Chief Office.
· Provide all general and specific administrative supports to specific projects directly accountable to the CEO.
III. Record keeping and file management
- Maintain detailed and organized files, compiles and maintains records, statistical information, and reports.
- Assists in identifying, maintaining and arranging the general and program for risk management and legal purposes in a way that need to be stored and easily retrieved.
- Participates in and may coordinate committees or task forces, as assigned.
- Established and maintains various filing and records management systems for CEO office.
- Ensure quarter reports from all Directors OR Managers are timely prepared and submitted to the Executive Chief Office.
- Produce periodic activity reports.
- Performs other related duties as assigned by the immediate supervisor
Job Requirements
· MA/BA in Management/ Business Management/ Office Service Management/ Secretarial Science and Office Management/ BIS/MIS and related with 4/6 years relevant experience in an administrative role reporting directly to upper management
· Excellent written and verbal communication skills
· Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
· Proficiency with office productivity tools and an aptitude for learning new software and systems
· Flexible team player, willing to adapt to changes and unafraid of challenges
· Ability to maintain confidentiality of information related to the company and its employees
How to Apply
Those who are interested candidates should submit their CVs and expression of interest/cover letter through www.ethiojobs
Only short listed candidates will be contacted for further assessment
