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Executive Assistant

Saria Consultancy
Full-time
On-site
Addis Ababa, Bole Road, Around Olympia, Omedad Building, 3rd floor, Room #307 & 308

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