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Job Position: Executive Assistant
Employment type: Permanent
Posted date: 2024-11-21
Deadline date: 2024-12-12
Recruiter: Saria Consultancy
Job Location: Addis Ababa, Ethiopia
Category: Administration & Office Management
Current Salary: negotiable
Career Level: middle
Major Responsibilities:
- Organizing a manager’s diary and making appointments and facilitating appointments, meetings, and conferences.
- Manage CEO’s domestic and foreign travel arrangements, prepares itineraries, and maintain all travel records.
- Preparing and maintaining the data shared between the departments and recording the information accordingly.
- Maintain electronic and paper records ensuring information is organized, kept in a confidential manner and easily accessible.
- Facilitates and manages the day-to-day and periodic predictable schedule of the CEO’s.
- Planning office activities and events and attending on behalf of the CEO as required.
- Ensure the effectiveness of the communication and relation of each unit as well as the coordination with the Executive Office.
- Ensures the regular meeting action items are documented and decisions communicated.
- Handle and prioritize all outgoing and incoming correspondences and redirect important calls and emails to the Executive.
- Meeting callers or guests coming from different organizations, identifying the matter, referring to the concerned body, responding directly or arranging appointments.
- Create and organize information and generate reference tools for ease of access and use.
- Prepare invoices or financial statements and provide assistance in bookkeeping and verifying receipt of supplies.
- Assists in typing circulars, memos, reports, and confidential letters, as required
- Ensure periodical reports from all departments are timely prepared and submitted to the CEO’s office.
- Respond inquiries and resolving problems to the level of the work environment.
- Assists in the preparation and editing of proposals, reports, and other documents produced by the office.
- Ensure efficient and effective administrative support is provided to the CEO. Ensuring that the organization policies, rules, and regulations are followed properly
- Maintaining detailed and accurate records of all correspondences all the time.
- Other tasks assigned by your immediate supervisor
Requirements and skills
- Proven work experience as a Personal Assistant
- Knowledge of office management systems and procedures
- MS Office and English proficiency is a must
- Outstanding organizational and time management skills
- Up to date with latest office gadgets and applications
- Ability to multitask and prioritize daily workload
- Excellent verbal and written communications skills
- Discretion and confidentiality
Additional qualifications
- Excellent verbal, as well as written communication skills
- Proficient in MS Office and “back-office” software (e.g. ERP)
- Thorough understanding of clerical and secretarial principles
- Methodical thinker with detailed research proficiencies
- Outstanding communication and negotiation abilities
- Self-motivated and result-oriented
- Honest and confident
- Exceptional time and stress management skills
Requirements
Academic qualification
- Bachelor’s degree in business administration, Business Management or related fields
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