Executive Assistant to the Chief Executive Officer (CEO) 37 views

Reference Number: JKP/CEO/EXA/01

Projected start date: 1st May 2021

Who we are

Jakenn Publishing is the media company of the present and the future of Ethiopia. We bring our passion for reporting and independent journalism to tell the stories which matter in the Ethiopia today and the Ethiopia being shaped for tomorrow.

JaKenn is widely known for its flagship publication and web portal Addis Standard. Started as a magazine in 2011, Addis Standard has evolved into the digital platform of choice for breaking news, analysis, and spell-binding commentary about Ethiopia that establishes understanding of happenings beyond your eyes and ears. One of the most followed media brands in Ethiopia on twitter and a solid web presence that has a firm grip on Ethiopia’s rapid political, economic, and social transformation, Addis Standard provides consumers content worthy of their time and attention.

As a young and dynamic company, JaKenn embodies an emerging multicultural Ethiopia where people are valued for their contribution to the development of a democratic and prosperous country. We understand that this means listening to our consumers, employees, and stakeholders in all processes from product development to execution. We value diversity and make an honest effort at providing an inclusive work environment that supports growth, nurtures innovation, and embraces risk taking.

The Job

Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEO. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organises and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a fast growing and entrepreneurial environment that is mission and results driven. The ideal candidate will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organisational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Duties and Responsibilities 

• Completes a broad variety of administrative tasks for the Board Chairperson & CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plans, coordinates and ensures the CEO’s schedule is followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the CEO’s time and office.
• Communicates directly, and on behalf of the Board Chairperson and CEO, with Board members, clients, partners, and others, on matters related to CEO’s initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Board Chairperson, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the Board Chairperson’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the Board Chairperson updated.
• Provides leadership to build relationships crucial to the success of the company, and manages a variety of special projects for the Board Chairperson, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO’s ability to effectively lead the company.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Board Support and Liaison

• Serves as the CEO’s administrative liaison to board of directors
• Assists board members with travel arrangements, lodging, and meal planning as needed
• Maintains discretion and confidentiality in relationships with all board members
• Adhere to compliance with applicable rules and regulations set in the corporate governance manual regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.

Senior Management Liaison

• Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings
• Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings
• Facilitates cross-divisional coordination of travel and outreach plans

Communications, Partnerships, and Outreach

• Ensures that the Board Chairperson’s biography is kept updated and responds to requests for materials regarding the Board Chairperson and the company in general
• Edits and completes first drafts for written communications to external stakeholders

 Strategic Initiatives

• Coordinates the Board Chairperson’s outreach activities
• Follows up on contacts made by the Board Chairperson and supports the cultivation of ongoing relationships
• Edits all, and creates acknowledgement letters from the Board Chairperson to partners

Qualifications

• A minimum of Bachelors degree in Business Administration, Economics, Public Administration, Marketing and/or a related business field from a recognised University.

Experience and skillset

• Strong organisational skills that reflect ability to perform and prioritise multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
• Expert level written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
• Forward looking thinker, who actively seeks opportunities and proposes solutions