Executive Assistant

Purpose statement

Assist departments and the management in preparing and controlling the calendar, attending meetings and take minutes, follow up assignments; serve as focal communication person between internal and external organizations and departments; arrange travel to the group and Repi staffs and management; facilitate and request office supplies, replenish on time; prepare and review periodical reports; assist the management in all administrative and secretarial tasks.

Duties and Responsibilities:

• Prepare annual events calendar for all departments in coordination with the department head
• Weekly calendar schedule review and revision
• Schedule quarterly and annual meetings and events
• Schedule department weekly meetings with the GM
• Schedule monthly committee and other meetings
• Inform participants and ensure meeting is conducted on time.
• Advise cancellation in advance and rebook meetings.
• Book meeting room as per the calendar and facilitate other department requests.
• Book and Coordinate all Executive team meetings.
• Ensure efficient meeting schedules and time utilization throughout, control unnecessary meeting.
• Attend quarterly meetings and take minutes of meeting.
• Attend weekly meetings as per the schedule, take minutes, distribute meeting minutes and follow up assignments.
• Attend weekly S & OP meetings, take notes that concerns the GM and report!
• Attend daily operation meeting, take minutes, distribute to concerned and follow up pending issues.
• Participate in monthly margin and credit committee meeting, take meeting minutes and follow up activities.
• Follow up project and assignments given during the meeting.
• Serve as GM and department Heads focal person of communication with management team, employees and external stakeholders.
• Answer main phone line and respond to inquiries.
• Receive external calls and direct to concerned office.
• Register external correspondences and direct to the GM review and distribute to concerned office.
• 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.
• Preparing and sending business invitation letters to the concerned embassies or consular office for expat employees.
• Translates correspondence between English and Amharic and vice versa.
• Manage all aspects of organization’s office services.
• Guest reception, connect with the relevant office and invite refreshment.
• Request purchase requisitions and services requests for the GM office and assigned department.
• Replenish office materials such as snacks, printer supplies, paper, office supplies, etc.
• Manage petty cash replenishment and reconciliation.
• Process and distribute daily mail.
• Facilitate gifts from GM office to stakeholders.
• Keep and control guest appointments and visits to the GM and department head office.
• Arrange travel to the GM and other staffs who are traveling for business.
• Book tickets, hotels and other travel related documents
• Process 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.
• Process 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.
• Summarize daily sales and repot to the GM.
• Prepare monthly GM office accrual report.
• Prepare monthly GM office Snap report.
• Assist departments to prepare reports.
• Maintain personal files of employees sorted and identified.
• Ensures that all communications and correspondences are appropriately numbered and filed.
• Give letter number and date to internal and external letters.
• Distribute letter and correspondences to employees and departments.
• Dispatch letters to external stakeholders and ensure receipt.
• Act as a liaison and provide support to the Board of Directors.
• Follow up liaison and legal offices cases.
• Foster an environment that supports an engaged safety and quality culture.
• Maintained a SAFE ZONE to employees by ensuring all hazards are identified, reported and removed.
• Report all unsafe conditions, near misses and unsafe behaviors.
• Reported all accidents and incidents.
• Engaged with employees continuously through safety talk to create awareness.

Job Requirements

Qualifications:

• BA/BSC Degree in any field of study
• Minimum of five years relevant experience
• Two years as GM/Executive Assistant
• Executive support experience, including supporting high-level executives.

Competencies:

• Time management and ability to meet deadlines.
• Verbal and written communication skills
• Strong organizational skills and ability to multitask.
• Problem-solving and decision making
• Proactivity and self-direction
• Interpersonal skills
• Ability to maintain a high level of integrity and discretion in handling confidential information.
• Strong ability to execute work with a diversity, equity, and inclusion lens.
• High degree of professionalism in dealing with diverse groups of people, including owners, senior executives, staff.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.

How to Apply

Qualified candidates who meet the above requirements can submit their CV and cover letter through this LINK by specifying the position and JOB ID in the cover letter