Executive Secretary and Assistant

Job purpose                            Be responsible for supporting the daily job duties of a company executive or administrative support service including maintaining an executive’s appointment calendar, proofreading documents before they go out to company employees or stakeholders and answering phone calls or emails on the executive’s behalf, drafting and editing official letter, recapping minute of executive, and preparing reporting, and keep office professional and grace norm and manage in customer sensitive manners.

Staff Responsibility                :  Office Assistants and equivalent staff, HR officer 

Place          Head Quarter

Functional relationship with: 

• CEO/ Deputy CEO/ Division Directors/Managers, branch managers, Center support at WHCSC

• Stakeholders/ Clinets/ external agencies as needed 

Main Duties and Responsibilities

• This job description is intended to provide an overview and main tasks, duties & responsibilities but it is not limited to:  The job description may be enriched and/or enlarged as deemed appropriate by WHCSC.

• Welcome office gusts /internal customer in hospitable and reputable manner,
• Answer phones and directing the calls to the correct personnel, 
• Greet visitors and directing them to the appropriate place, 
• Manage multiple or complex calendars for meetings, travel and personal commitments
• Make travel arrangements for in-office professionals and a special visitor/s. 
• Sit in on meetings to take minutes
• Create memos, reports and agendas as needed
• Negotiate with external and internal concerned staff/line staff on relevant issues to fix them or forward to concerned personnel,
• Preparing report of performance, HR , and office and statements,, letters and statements as assigned,
• Disseminate memos, reports and other information to relevant internal and external receivers/clients or authorized personnel /organ,
• Assist in HR Management and executive office duties professionally,

• Perform additional work assignments when assigned by immediate supervisor or next authority asp. 

Acknowledged and received by: ____________________________________________________

The employee is expected to adhere to relevant law and policies and procedures  to act as a role model in adherence to norm/standard . The above statements are intended to describe the general nature and level of work being     performed they are not intended to be construed as an exhaustive list of all responsibilities.  I have read understand and get the opportunity to ask question regarding this jobs position description

Jobs position Category            :  Managerial

Reports to                                :  Director, HRM & Administration/Deputy CEO/CEO

Qualifications and Experience Requirements:

•  MA/BA in Executive Secretary and Office Management and related fields 

• 5/ 7 years of experience in relevant and reputable corporate Company/s. 

• Competencies: technical, skills, and abilities, managerial/leadership & behavioral 

• Excellent time management and organization skills, especially the ability to prioritize and multitask

• Effective and professional communication abilities, including being able to communicate with all levels of employees, vendors and clients or guests

• Professional writing capabilities, including emails, memos, letters and other industry-related reports, documents and correspondence

• Project management skills, like goal setting, budget management and planning

• Great customer service and interpersonal skills

• Good computer skills, including basic troubleshooting skills an

• Familiarity with word processing software for creating and contributing to spreadsheets, drafting and sharing documents and creating engaging and informative presentations

• In-depth understanding of the industry or office they work in

Language skills:

• English, Afaan Oromoo, and Amharic outstanding conversation and writing skills are required

How To Apply

potential candidate shall attach his/her application/motivation letter and CV (not more than 4 page) on our email address: waliifhc.com. For further information, you can contact our office, 

HRM and Admi Division, 011-53-03-203, Waliif Health Care S.C.