Executive Secretary 77 views

Duties & Responsibilities:

• Weekly calendar schedule review and revision
• Assist in scheduling department weekly meetings with the GM
• Assist in scheduling committee and other meetings
• Assist in informing 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.
• Ensure efficient meeting schedules and time utilization throughout.
• Attend quarterly meetings and take minutes of meeting.
• Attend weekly meetings as per the schedule, take minutes, distribute meeting minutes and follow up assignments.
• Assist in coordinating daily operation meeting, take minutes, distribute to concerned.
• 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.
• Guest reception, connect with the relevant office and invite refreshment.
• Replenish office materials such as snacks, printer supplies, paper, office supplies, etc.
• 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.
• Arrange travel to the GM and other staffs who are traveling for business.
• Book tickets, hotels and other travel related documents
• Assist in processing Visa for incoming as well outgoing guests including the GM, executive team, management staffs, staffs, Wilmar staffs, suppliers, services providers etc.… for the travel to and from Ethiopia.
• Prepare Invitation letter to Guests who are coming to Ethiopia.
• Assist in processing fees related to the travel including ticket, visa, hotel, COVID tests etc.…
• Provide all the required information to incoming guest through e-mail, social media, telephone etc.…
• Arrange transportation to and from hotel and airport.
• Follow up weekly, monthly and quarterly reports are sent on time before the meeting.
• Ensures that all communications and correspondences are appropriately numbered and filed.
• Give letter number and date to internal and external letters.
• Distribute letter and correspondences to employees and departments.
• Dispatch letters to external stakeholders and ensure receipt.
• Act as a liaison and provide support to the Board of Directors.
• Foster an environment that supports an engaged safety and quality culture.
• Maintained a SAFE ZONE to employees by ensuring all hazards are identified, reported and removed.
• Report all unsafe conditions, near misses and unsafe behaviors.
• Reported all accidents and incidents.
• Engaged with employees continuously through safety talk to create awareness.

Qualification:

• BA/BSC Degree in any field of study
• Minimum of 4 years’ experience