Under the direction and supervision of the Director General (DG), the Senior Executive Secretary manages and oversees the operations of the DG’s office, ensuring the smooth functioning of administrative and secretarial tasks. This role involves handling all secretarial services, managing customer issues, organizing correspondence, and coordinating the DG’s appointment schedules. Additionally, the Senior Executive Secretary serves as a liaison between the company’s management and third parties, facilitating communication and fostering positive relationships with internal and external customers through various channels.

Specific Duties and Responsibilities

1. Organize and manage the DG’s office, ensuring it is properly furnished, neat, and professional.

2. Carry out receptionist duties hospitably and courteously for the DG’s office.

3. Operate and maintain office equipment such as fax machines, word processors, printers, and copiers.

4. Transcribe audiovisual materials, type manuscripts and documents, proofread for accuracy, draft routine correspondence, and scan necessary materials.

5. Classify, codify, and safely maintain documents, ensuring a proper filing system.

6. Receive, sort, and route incoming mail, faxes, emails, and other messages.

7. Maintain a logbook to track incoming and outgoing letters and correspondence.

8. Request office supplies, distribute them appropriately, and ensure their proper utilization.

9. Answer and direct telephone calls to the DG, and take detailed messages when necessary.

10. Safeguard the confidentiality of sensitive information and maintain discretion at all times.

11. Facilitate smooth communication with internal and external stakeholders, enhancing the company’s image and reputation.

12. Organize meetings, prepare necessary documents in advance, and ensure proper follow-up with staff and other stakeholders.

13. Maintain accurate documentation of periodic plans and reports.

14. Ensure all activities align with objectives to meet and exceed customer needs and expectations.

15. Develop and maintain improved management systems to identify opportunities for operational enhancements.

16. Resources in accordance with the annual work plan and budget, ensuring adherence to authorized limits.

17. Take full responsibility for managing and controlling resources and property within the scope of the role.

18. Create and maintain a productive and engaging work environment that fosters collaboration and goal achievement.

19. Compile and analyze planning data for future reference and provide statistics to third parties as required.

20. Prepare and oversee the section’s budget, controlling expenditures to ensure efficiency.

21. Compile and submit periodic reports to the DG for review.

22. Perform other related secretarial duties as assigned by the immediate supervisor.

Competencies

• Demonstrates expertise in best practices for organizing and managing office operations, ensuring efficiency and professionalism.

• Exhibits excellent communication and relationship-building abilities, fostering effective collaboration across teams and with stakeholders.

• Skilled in coordinating and administering office activities to meet organizational objectives efficiently.

• Ability to compose clear and professional letters, memorandums, and other forms of correspondence.

• Proficient in using basic computer software applications to carry out administrative tasks effectively.

• Maintains the highest levels of confidentiality and discretion when handling sensitive information.

• Ensures all activities are aligned to meet and exceed the expectations of customers and stakeholders, building trust and satisfaction.

Job Requirements

Minimum Requirements

• Bachelor’s degree in Secretarial Science, Management, Office Administration, or Secretarial Technology, with at least 6 years of relevant work experience, including 3 years in a senior position.

How To Apply

• Applicants who meet the minimum requirements mentioned above can register in person Addis Ababa at the Commercial Nominees Head Office 7th  which is located behind Bole Denbel shopping center or send via cnplcvacancy@gmail.com