Purpose statement: Assist departments and the management in preparing and controlling the calendar, attending meetings and take minutes, follow up assignments; serve as focal communication person between internal and external organizations and departments; arrange travel to the group and Repi staffs and management; facilitate and request office supplies, replenish on time; prepare and review periodical reports; assist the management in all administrative and secretarial tasks.

Duties & Responsibilities:

• Prepare annual events calendar for all departments in coordination with the department head

• Weekly calendar schedule review and revision 

• Schedule quarterly and annual meetings and events

• Schedule department weekly meetings with the GM

• Schedule monthly committee and other meetings 

• Inform participants and ensure meeting is conducted on time 

• Advise cancellation in advance and rebook meetings 

• Book meeting room as per the calendar and facilitate other department requests 

• Book and Coordinate all Executive team meetings 

• Prepare annual events calendar for all departments in coordination with the department head

• Weekly calendar schedule review and revision 

• Schedule quarterly and annual meetings and events

• Schedule department weekly meetings with the GM

• Schedule monthly committee and other meetings 

• Inform participants and ensure meeting is conducted on time 

• Advise cancellation in advance and rebook meetings 

• Book meeting room as per the calendar and facilitate other department requests 

• Book and Coordinate all Executive team meetings 

• Serve as GM and department Heads focal person of communication with management team, employees and external stakeholders 

• Answer main phone line and respond to inquiries.

• Receive external calls and direct to concerned office 

• Register external correspondences and direct to the GM review and distribute to concerned office. 

• Receive memos, letters and approval which needs GM’s and department heads attention and follow up closure. Direct correspondences to the concerned per the delegation.

• Prepare letters and correspondences to external organizations and stakeholders

• Preparing and sending business invitation letters to the concerned embassies or consular office for expat employees.

• Translates correspondence between English and Amharic and vice versa.

• Manage all aspects of organization’s office services. 

• Guest reception, connect with the relevant office and invite refreshment.

• Request purchase requisitions and services requests for the GM office and assigned department 

• Replenish office materials such as snacks, printer supplies, paper, office supplies, etc. 

• Manage petty cash replenishment and reconciliation. 

• Process and distribute daily mail 

• Facilitate gifts from GM office to stakeholders

• Keep and control guest appointments and visits to the GM and department head office

Job Requirements

Qualification:

• BA/BSC Degree in any field of study 

• With minimum of 5 years of relevant experience out of which 2 years as Executive Assistant 

How to Apply

Apply through THIS LINK or THIS LINK