Executive Secretary

Job Summary:

Ethiocal Trading PLC provides various services including trainings and consultancy services on environmental assessment and public health projects M&E. We are seeking a highly organized and detail-oriented Secretary to provide administrative support to our team. The successful candidate will be responsible for providing exceptional secretarial services, managing our social media presence, ensuring timely and accurate tax compliance, and supporting our business development efforts by following up on tenders and preparing and submitting proposals, and maintaining a clean and organized office environment. If you have a keen eye for detail, excellent communication skills, and experience in administrative roles, we encourage you to apply.

Key Responsibilities:

Secretarial Duties:

• Provide administrative support to the team, including scheduling appointments, preparing meeting materials, and assisting in tender preparation

• Manage the day-to-day operations of the office, ensuring a smooth and efficient workflow

• Respond to phone calls, emails, and letters in a timely and professional manner

• Maintain confidentiality and handle sensitive information with discretion

• Perform other administrative tasks as needed

Social Media Management:

• Manage our company's social media presence on platforms such as Facebook, Twitter, Instagram, and LinkedIn

• Develop and implement social media marketing campaigns to increase brand awareness and engagement

• Create and schedule posts, respond to comments and messages, and monitor analytics to track performance

• Stay up to date with industry trends and best practices in social media marketing

Tax Compliance:

• Prepare and submit tax returns (e.g. VAT, WHT, income tax, pension etc) on behalf of the company

• Maintain accurate records of expenses, invoices, and receipts

• Ensure compliance with all tax laws and regulations

Tender Management:

• Follow up on tenders received by the company to ensure timely submission of proposals

• Prepare and submit proposals for tenders in accordance with company guidelines

• Coordinate with relevant stakeholders to gather necessary information and materials for proposal preparation

• Ensure accuracy and attention to detail in proposal preparation

Office Maintenance:

• Ensure the office is clean, organized, and well-maintained at all times

• Restock supplies, maintain inventory levels, and perform other tasks as needed to keep the office running smoothly

• Maintain a professional appearance of the office space

Office Services:

• Follow up on office mail, including incoming correspondence, packages, and deliveries

• Receive guests and visitors in a professional manner

• Forward messages to concerned staff in a timely manner

• Ensure that all incoming mail is properly processed and distributed to the appropriate personnel

• Assist with year-end financial reporting and auditing as needed

Additional Responsibilities:

• Perform other administrative tasks as needed, such as data entry, filing, and record-keeping

• Develop and maintain relationships with vendors, suppliers, and other stakeholders

• Assist with special projects and events as required

Requirements:

• BA Degree in secretarial science, Office Management, Business Administration or a related field required

• 2 years and above of related work experience preferably in Consultancy firms

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

• Experience with social media management tools 

• Strong communication and organizational skills

• Ability to maintain confidentiality and handle sensitive information with discretion

• Strong attention to detail and accuracy

• Ability to work independently and as part of a team

• Proficiency in English communication is required

How To Apply

Applicants who fulfill the above-mentioned criteria could submit detailed CV along with supporting documents/credentials and Cover Letter to the following email: admin@ethiocaltrading.com

This is a permanent position with 60 days probationary period. Please also mention the minimum salary you expectation in your cover letter. 

For any inquiries, you may email admin@ethiocaltrading.com