Executive Assistance 93 views

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

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