Executive Administration Officer

Infinity Advanced Technology Solutions P.L.C. (IATS) is a leading medical equipment distributor and technical service provider in Ethiopia. Currently the company needs to hire a qualified personnel for the following vacancy:

Position: Executive Administration Officer

Job Summary:

The Executive Administrative Officer (EAO) will provide support to the Chief Executive Officer (CEO) and General Manager (GM) in a range of areas including scheduling and calendar maintenance, prioritizing and handling of inbound and outbound communications, preparing agendas and records of meetings, organizing travel, managing expense reports, word processing, and file maintenance.

EAO perform clerical services, equipment operation, basic maintenance and repair, materials handling, custodial services, payment of bills, routine security and/or customer services, and/or other related duties in accordance with day-to-day requirements of the specified department.

Duties and Responsibilities:

• Maintain daily calendar for the CEO and GM; schedule meetings and appointments, both internal and external.
• Handle domestic and international travel arrangements (i.e. travel visas, hotels, flights, briefing materials, etc.) and expense reporting for CEO and GM.
• Maintain daily calendar for the CEO and GM; schedule meetings and appointments, both internal and external.
• Maintains office services by organizing office operations and procedures; coordinating correspondence; assigning and monitoring clerical functions.
• Maintain office efficiency and effectiveness by ensuring office systems and equipment are operational, necessary supplies are on hand and by facilitating quick resolution of problems.
• Provide assistance in defining and managing procedures for retention, protection, retrieval, transfer, and disposal of records.
• Respond to general inquiries and complaints from employees and route to appropriate personnel.
• Work as receptionist in the front desk;
• Schedule travel arrangements for senior executives as well as staffs, clients, when applicable.
• Ensure cleanliness and serviceability of facilities, such as office rooms, rest rooms, canteen, generator and office equipment.
• Ensure various bills (electric, telephone, internet, water, etc.) are paid timely and service continue without interruption;
• Ensure security programs are managed properly and timely;
• Take responsibility for the oversea cleaners and security guards work schedule and ensure proper
• To liaise with all staff to ensure effective and meaningful communication.
• Facilitate/coordinate the integration of new employees into the company.
• Performs other duties as assigned.

Education and Experience

Qualification Requirement

• Diploma or Degree in secretarial science and office management or related fields
• Two years related experience in an office administration environment.

Competencies:

Knowledge and skill of IT tools such as MS Office, Skype, internet and email.

Understanding delegation and managing processes.

Some exposure to inventory control.

Reliability and the Ability to Adapt

Very effective organizational communication and reporting skills.

Willingness and aptitude for learning and directly related to the duties and responsibilities specified.

Ability to work well in a fast-paced environment while still maintaining attention to detail.

Exceptional organizational skills are required.

Experience with Microsoft Excel, Word and PowerPoint required.

Ability to prioritize, take direction, and handle varied tasks within deadlines and in a fluid working environment.

Strong communicator, including excellent drafting skills.

Collaborative, team oriented individual.

Ability to handle complex situations with diplomacy and tact.