We are seeking to hire a highly organized, proactive, and strategic Executive Assistant (EA) to the senior Management. In this role, the candidate will provide critical support across administrative operations, alignments, and external engagements when required.

The candidate shall have a strong organizational and communication skills, excellent judgment, and the ability to operate with discretion and professionalism. Beyond administrative excellence, the ideal candidate will be a proactive problem solver who can anticipate needs, manage complex priorities, and support the senior management in the day-to-day administrative tasks.

Duties & Responsibilities:

Support & Coordination

• Manage and maintain the C-Suite calendar, ensuring effective prioritization of meetings and activities.

• Coordinate internal and external meetings, including agenda preparation, minutes, and follow-ups when required.

• Handle confidential and sensitive information with the highest degree of discretion.

• Organize local and international travel logistics, including flights, accommodation, visas, and itineraries.

• Support the C-suite on internal operations and initiatives by tracking progress, preparing reports, and ensuring deadlines are met.

• Serve as a liaison between the C-suite and heads of departments to ensure smooth internal workflow and alignment.

• Assist in the preparation of presentations, documents, and briefs for client, board, and internal meetings when assigned.

Stakeholder Engagement

• Act as the first point of contact for the C-Suite's office — screening communication, handling inquiries, and escalating issues appropriately.

• Build strong working relationships with internal teams, clients, and external partners.

• Uphold a professional and positive image of the office when engaging with stakeholders.

Office & Team Support

• Oversee office administration tasks such as requisition of supplies, ensuring cleanliness, and supervising office support staff.

• Collaborate with other teams in the general office compliance matters, external/internal events and internal communication and related acts.

Job Requirements

QUALIFICATION

Education and Experience 

• 5 years' cumulative experience as an Executive Assistant / Personal Assistant supporting senior leadership, preferably in fast-paced office environment.

• Bachelor's degree or Advanced Diploma in Business Administration, Commerce, Management or in a related field.

• Proven ability to manage complex schedules, assignments, and workflows.

• Excellent interpersonal and communication skills — both written and verbal.

• Strong organizational and planning skills with keen attention to detail.

• Proactive and solutions-oriented mindset, with the ability to anticipate needs.

• Experience using productivity tools such as Microsoft Office Tools. Good working knowledge of activities management software, and scheduling platforms  is an added advantage.

• High levels of professionalism, discretion, and confidentiality.

• Flexible and adaptable to changing priorities and fast-paced environments.

• Amharic, English and Additional languages knowledge is an advantage.

Key Attributes

• Strategic partner mindset: Thinks beyond admin to support outcomes.

• Proactive & resourceful: Anticipates needs and solves problems independently.

• ​Detail-oriented & organized: Able to handle multiple priorities.

Key KPIs:

• Time Leverage Ratio: Actual time spent on operational work.

• Execution Velocity:        tasks completed on time.

• Communication Efficiency: Efficient high-priority response.

• System Reliability: update of reports, trackers on time.

How To Apply

NOTES-

• Location – Addis Ababa, Ethiopia

• Salary – Attractive 

• Application Period – 07 days from the date of post.

• All the applicants must be based locally and have the rights to work in Ethiopia. 

• All applicants must attach relevant educational, experience testimonials, project and Training Certifications in a PDF format to the specified email.

• In the email applications, “Application for – Executive Assistant” must be written

• Application must be submitted electronically via hr-et@toppansecurity.com