Executive Secretary/Receptionist

Key Responsibilities:

Administrative Support:

• Manage and maintain executive schedules, including meetings, appointments, and travel arrangements.
• Prepare and edit correspondence, reports, and presentations as required.
• Handle confidential information with discretion.
• Coordinate and schedule internal and external meetings, including preparing agendas and taking minutes.
• 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.
• 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. 

Reception Duties:

• Greet and assist visitors, ensuring a positive and professional first impression.
• Answer and direct phone calls to the appropriate parties.
• Manage incoming and outgoing mail and packages.
• Maintain a clean and organized reception area.

Office Management:

• Order and manage office supplies and equipment.
• Coordinate with facilities management for office maintenance and repairs.

Communication:

• Serve as a liaison between executives, other staff members, or external contacts.
• Handle inquiries and provide information to staff and visitors as needed.
• Draft and send routine communications on behalf of executives.

Project Assistance:

• Assist in special projects and events as assigned by executives or management.
• Conduct research and prepare reports on various topics as requested.

Qualifications:

Education:  Bachelor’s degree in Offices Management/ Secretarial Sciences / Business Administration or related field preferred.

Experience:

• Proven experience as an executive secretary, administrative assistant, or similar role.
• Experience in a receptionist position is a plus.
• Minimum 4 years 

Skills:

• Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organizational and multitasking abilities.
• Strong communication and interpersonal skills.
• Professional demeanor with a high level of integrity and discretion.
• Ability to work independently and as part of a team.

Attributes:

• Detail-oriented and proactive.
• Capable of managing stress and working in a fast-paced environment.
• Strong problem-solving skills and the ability to think critically.

How To Apply

• Interested candidates should submit their resume and a cover letter to Eth jobs