Under the supervision and guidance of CEO, the Executive Assistant, handle all clerical works like typing  reports, letters,  memos,  as well  as  opens and  maintains  the company  files  for records . Moreover, She/he is responsible for the execution of all administrative matters of the Office of the Executive Director. She/he also arranges & facilitates venues and logistics required for meetings and workshops organized by the company and conducts any other necessary office operations.

Department:Chief Executive Office  

Grade Level:IV   

Reports to:Chief Executive Officer            

Supervises: None            

ROLE AND RESPONSIBILITY

1.   Takes minutes of meetings using shorthand and transcribes the major points raised in the  discussion for a review by the participants of the meeting;            

2.   Maintains properly corporate documents such as management minutes, board minutes, and  agreements done between e tech and key stakeholders  

3.   Passes personal and important mails/messages to his supervisor and deals with routine  correspondence;              

4.   Handle communications including answering and making calls, type and compose letters   memos, register and distribute incoming /outgoing correspondences, keeps complete & update important contacts.         

5.   Plan & organize the clerical activities of the CEO’s office and carry out administrative functions as required.     

6.   Receives and sorts out mails sent to the company and distributes these on time to other   offices concerned; register incoming and outgoing letters.            

7.   Ensures the proper management & safe custody of both soft & hard copy of important and   confidential documents of the company.               

8.   Receives letters, memos, messages and telephone calls and transfer to the respective office.             

9.   Drafts and writes letters and memos and gives replies to general queries as instructed.           

10. Receive and handle visitors, provide appropriate information to inquiries  and arrange facilitate (venues and logistics) required for meetings      

Job Description and Specification Document                                                                                                          

11. Welcome external customers, provides first-hand information to general queries & direct   them to the office/department where they want.             

12. Arranges and records appointments of the CEO and reminds him/her timely of the appointments.    

13. Follows up pending items of the office and informs the situation of the matter.               

14. Oversee overall cleanness, sanitation and arrangement of offices representing the CEO.              

15.  Perform other duties assigned to him /her by the CEO.

Job Requirements

  Education:

•    BA/Diploma in Secretarial Science and Office,  Management or related fields  from a recognized institution    

  Experience:    

 4/6 years of relevant experience on related position. Experience in ICT company is advantageous.    

Additional Training:    
    •        Customer handling training Certificate is an added valueCompetencies/ Personal attributes    
    •        Good Interpersonal and communication skills    
    •        Honesty and dependability    
    •        Ability to sit and work for long hours  under pressure    
    •        Ability to keep “to do” list and prioritizing activities as per its slack time.    
    •        Attention to detail    
    •        Ability to maintain confidentiality and security of e tech’s critical information and hence,    

Job Description and Specification Document                           

foster trust and respect.  

    •        Being self-motivated and highly organized.    
    •        Having strong belief  on “ customers are king”  and willing to go extra mile to properly treat   customers and leave them happy about the office    
    •        Having strong team player skills and interest.    
    •        Having good facilitation skills.    

Technical skills  

•        Strong MS office and the ability to use new technology    
    •        Knowledge of records management( both manual and computerized systems)    
    •        Event management    
    •        Scheduling and calendar management    

 Languages  

 •        Fluency in spoken and written English and Amharic    

 Desired Criteria (An Asset) 

  •        IT related training is advantageous

How To Apply

Interested and qualified candidates can apply through THIS LINK with in the next 15 days.