General Mission:

§  To provide excellent assistant service

Vision:

§  To assist CEO’s daily activities.

§  Provides high-level, confidential administrative support to the office of the CEO.

§  To manage the CEO’s schedule and alleviate the work load.

MAIN DUTIES AND TASKS

Position Summary:

Assistant Executive Director provides executive, administrative, and development support to the Executive Director and Board of Directors, as well as the Senior Leadership Team and HR. The Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Executive Director. The Assistant serves as a liaison to the Board of Directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.

Duties and Responsibilities:

This job description is intended to provide an overview, and is not all-inclusive. The job description may be changed as deemed appropriate by Addis Ababa Silk Road General Hospital. 

Ensures:

§  Confidential and sensitive materials and information handled with care.

§  All support is provided to the Executive Director

§  Have positive attitude towards the profession

§  Any changes in the schedule is communicated ahead to the Executive Director as well as customers

§  Phone calls are responded within one ring

Does:

• An executive assistant provides high-level, confidential administrative support to the Executive Director
• Assists the Executive Director with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments and drafts email.
• Administratively supports HR director (recruiting support, documents formatting, and other administrative tasks). 
• Completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, programs and agendas and compiling documents for meetings.
• Communicates on behalf of Executive Director with board members, on high-level meetings both internally and externally.
• Coordinates meetings and strategic activities with the Senior Leadership Team.
• Drafts reports, letters of request, proposals; prepares and coordinates oral and written communication with prospects.
• Supports Executive Director in external commitments.
• Serves as the Executive Director’s administrative liaison to the Board of Directors and manages Board activities, which include coordinating semi-annual Board meetings and other meeting accommodations.
• Maintains confidential files and contact information; coordinates meetings, conferences, and committees both on and off site to support the Executive Director’s agenda.
• Participates as an assistant member of the Senior Leadership Team (SLT) including assisting in scheduling, attending meetings. Represents the Executive Director in designated meetings as required.
• Assists in coordinating the agenda of senior management team meetings. Prepares an account of the meetings and designates and follow up on assigned action items.
• Assist to arrange Executive Director’s travel and logistics, which includes booking flights, car rental and hotel accommodations.
• Screening incoming calls, prioritizing the calls to be returned by the Executive Director. And Prioritize lists of emails to be replied by the Executive Director personally.

Behaves:                                                              

§  Be always on time during all duty hours both physically and mentally.

§  Well grooming and professional attire.

§  Be willing to assist customers and other staffs whenever needed.

§  Give comments positively for each other.

§  Ask for clarification, before you perform things with ambiguity.  

§  Have ability to work under pressure.

§  Be willing to work off duty hours.

§  Be willing to assist/ do extra hours whenever needed.

§  Be organized and planned all the time.