Position: Executive Secretary

Classifications: Full-Time

Reports to - Director

Address: Addis Ababa

The Company

Established in 1997, this company is a major player in Ethiopia’s edible oil production, commodity-exporting, and branded consumer goods distribution. It operates multiple business units, including a large-scale edible oil factory, a coffee export division, and a supply chain for oilseeds, pulses, and spices. The company also engages in equipment leasing and tender services, with operational centers across Ethiopia to ensure proximity to customers and suppliers. Committed to quality, reliability, and strong partnerships, it strives to be a socially responsible, world-class enterprise that drives development through entrepreneurship.

The Role

An Executive Secretary provides high-level administrative support to the executive director, manager, and/or senior management member(s) by performing various tasks, such as managing schedules, organizing meetings, preparing reports, and handling communication. This position requires a detail-oriented, highly organized, and proactive individual to ensure smooth operations within the office, supporting efficient decision-making and managing executive-level tasks.

Primary Responsibilities

Manage Executive Calendar and Schedule:

• Schedule and coordinate meetings, appointments, and travel arrangements for executives.

• Ensure efficient time management for executives by prioritizing appointments and tasks.

Communication Management:

• Act as the main point of contact between executives and internal/external stakeholders.

• Draft and manage correspondence, including emails, memos, and reports.

• Handle sensitive information with discretion and maintain confidentiality.

Meeting and Event Coordination:

• Organize and prepare materials for meetings, ensuring agendas and documents are ready.

• Take minutes during meetings, documenting key discussions and decisions.

• Assist with planning company events, conferences, and travel arrangements.

Document Preparation and Filing:

• Prepare reports, presentations, and other documents as requested by executives.

• Maintain an organized filing system (both physical and digital) to ensure easy retrieval of information.

Office Management Support:

• Monitor office supplies and ensure that necessary materials are available.

• Coordinate with vendors and service providers for office needs.

Project Assistance:

• Assist with various projects, conducting research, collecting data, and managing tasks as required by executives.

Handling Requests and Queries:

• Respond to inquiries and handle requests from staff, clients, and business partners.

• Resolve issues or escalate to appropriate personnel when necessary.

Confidentiality & Discretion:

• Safeguard confidential information, ensuring that sensitive matters are handled with the utmost care.

Job Requirements

Education:

• A bachelor's degree in business administration, management, or a related field is preferred.

• A diploma in a related field may be considered if the candidate demonstrates sufficient capabilities.

Experience:

• Minimum of 3-5 years of experience as an executive secretary or in an administrative support role.

• Proven experience in managing executive schedules and office administration.

Skills & Knowledge:

• Strong proficiency in MS Office (Word, Excel, PowerPoint, Outlook).

• Excellent written and verbal communication skills.

• Ability to multitask, prioritize, and work under pressure.

• Proficient in office management systems, scheduling tools, and communication platforms.

• Knowledge of office equipment and supplies management.

Languages:

• Fluency in English (both written and spoken). Proficiency in other languages may be an advantage depending on company needs.

Competencies: 

• Organization and Time Management: Ability to efficiently manage time and prioritize tasks to meet deadlines.

• Attention to Detail: Strong attention to detail to ensure accuracy in work, especially when preparing reports or taking minutes during meetings.

• Communication Skills: Strong interpersonal skills to communicate effectively with executives, colleagues, clients, and vendors.

• Problem-Solving Abilities: Ability to anticipate needs and resolve problems quickly and efficiently.

• Confidentiality & Professionalism: High level of professionalism and discretion in handling confidential and sensitive matters.

• Adaptability and Flexibility: Ability to adapt to changing priorities, work under pressure, and manage multiple responsibilities.

• Tech-Savvy: Comfortable working with various office software and tools, and able to learn new technologies quickly.

• Leadership Support: Demonstrates an ability to work independently with minimal supervision while assisting executives in decision-making and tasks.

How to Apply

If you would like to be considered for the above position, send you resume to samrawitdebebe@ethiojobs.net with a subject line of “Executive Secretary”