Executive Assistant

Job Summary Information

Job Title: Executive Assistant 

Job Category: Non-Management

Department: Chief Executive Office

Job Grade: 8

Report to: Chief Executive Officer

Location: Addis Ababa

Direct Supervises: None

Issue Date: April 2025

Revise Date:

Job Purpose

Provides comprehensive secretarial and administrative support to the CEO and the Company, including managing the CEO’s diary and appointments, drafting correspondence and reports, taking meeting minutes, and maintaining physical and electronic records and files.

Expected results/Outcome

• Well organized and kept soft and hard copy of documents.
• Well served customers/stakeholders of the CEO or the Company.
• Well distributed, signed and documented board of Directors minutes.

Duties

1. Executive and Administrative Support
2. • Provide comprehensive secretarial and administrative support to the CEO and Departments, including drafting correspondence, preparing reports, maintaining records, and organizing briefing materials.
   • Manage the CEO’s calendar, appointments, meetings, travel arrangements, and accommodation.
   • Screen incoming telephone calls, receive visitors, record messages, and coordinate appointments in consultation with the CEO.
   • Manage incoming and outgoing correspondence, ensuring timely submission to the CEO for review, decision, approval, or signature and subsequent follow-up with the relevant parties.
3. Meeting and Event Coordination
4. • Organize and coordinate executive meetings and other official engagements.
   • Plan and coordinate corporate events, product launches, and public appearances to promote the organization’s image and strengthen stakeholder engagement.
5. Communication and Stakeholder Relations
6. • Serve as a liaison between the CEO to top management, employees, clients, and other stakeholders to ensure effective communication and coordination.
   • Build and maintain professional relationships with internal and external stakeholders.
   • Represent the CEO professionally in official communications and engagements, as authorized.
7. Office Administration and Records Management
8. • Develop and maintain an effective filing and records management system for electronic and hard-copy documents, ensuring confidentiality, security, and accessibility.
   • Coordinate administrative activities and monitor follow-up actions to support the effective functioning of the CEO’s office.
   • Assess secretarial and administrative service delivery and contribute to training and capacity-building initiatives for secretarial staff to improve organizational efficiency.
9. Reporting and Performance Monitoring
10. • Prepare and consolidate daily, weekly, monthly, quarterly, and annual reports as required.
    • Prepare performance reports for the CEO’s office and monitor assigned action items to ensure timely completion.
    • Identify, prioritize, and escalate issues requiring the CEO’s attention to facilitate timely decision-making.
11. Executive Coordination and Operational Efficiency
12. • Anticipate the CEO’s administrative and operational needs and independently address routine matters within the scope of delegated authority.
    • Support the CEO in implementing strategic and operational priorities and coordinating special projects.
    • Identify opportunities to improve office systems, administrative procedures, and operational efficiency.
    • Participate in management walkarounds with the CEO, as required, and follow up on identified operational issues and agreed actions.
13. Professional Conduct and Confidentiality
14. • Maintain strict confidentiality and exercise discretion when handling sensitive organizational and executive information.
    • Demonstrate sound judgment, initiative, attention to detail, and professionalism when managing competing priorities and unexpected situations.
    • Adapt to changing priorities, exercise appropriate decision-making within delegated authority, and complete assignments accurately and on time.
    • Perform other related duties as assigned by the Chief Executive Officer.

Minimum Qualification & Skills Required

Education: Diploma/TVET Level IV certificate in secretarial science /public administration

Experience: 5 years out of which 3 years as executive secretary/Administrative assistant 

Required Technical Competencies                                Executive

• Effective Communication 
• Regulatory Compliance 
• Computer data processing software Operating
• Proof Reading and Editing
• Minute writing
• Report Writing
• Taking and giving effective feedback
• Excellent written and verbal communication skills.
• Strong interpersonal and networking skills.
• Strategic thinking and problem-solving abilities.
• Ability to work under pressure and manage deadlines.
• Strong organizational and project management skills.