Executive secretary and Receptionist

• Provision of secretarial and administrative support of the Management teams.

• Provide secretarial service: process letters and memorandums and keep files for all outgoing and incoming correspondences.
• Forwards information by receiving and distributing communications, collecting, and mailing correspondence and copying information.
• Schedule meetings and arrange meeting rooms and Alert managers about cancelations or new meetings.
• Inspect office equipment (fax, scanner, photocopy machine and printer) under custody by performing routine maintenance and completing preventive maintenance, calling for repairs and monitoring equipment operation
• Serve visitors and guests answering questions, forwarding messages, confirming.
• guests orders for accommodation, and keeping guests informed the status.
• Record and maintain minutes of staff meetings, management meetings, and other general meetings as required to expected standard and ensure documentation of all meeting minutes both in soft and hard copy maintained.
• Enhances organization reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.
• Arrange/facilitate local/overseas travel of the Management staff, which includes visas, ticket and hotel booking.
• Support the Management Teams in managing the outlooks and meeting calendar.
• Manage visitors schedule and report to entrance gate keeper to accept guests.
• Follow up letters sent to different organizations, which needs response, and ensure that response is obtained on time.
• Ensure smooth communication between the department and the MTs is done efficiently.
• Arrange vehicles, lunch, (if necessary) guest room etc. for visitors.
• Support liquidation of bills on hotel payments etc.
• Organize travel arrangement depending on needs.
• Perform other related duties as required.

Reports to:HR Manger

Number of post: 1

Terms of Employment:Permanent

Closing Date:March 20, 2024

• BA Degree in Secretary, computer science ICT or related field with minimum 3 years relevant work experience.
• Diploma in Secretary, computer science ICT or related field with minimum 5 years relevant work experience and COC Successful Result.

• Language writing reading listening and speaking skills in all English, Amharic and oromiffa.
• Good interpersonal skills.
• Proficient in computer skills.
• Able to work with minimum supervision.
• Document and confidential issues handling skill