Executive Assistant

Job Title:     Executive Assistant

Reports to:      Chief Executive Officer 

Location:          Head Office, Addis Ababa

1. Job Summary

   Under the guidance and supervision of the CEO, the Executive Assistant provides critical support in the planning, implementation, and coordination of work plans, operational directives, and program development. Acting as a crucial communication liaison, the Executive Assistant ensures the smooth dissemination of directives, decisions, and instructions to work units, management, and staff. The role involves following up on the implementation of the Board and CEO’s instructions, facilitating administrative tasks, organizing meetings, and maintaining the organization of the CEO’s office.

2. Specific Duties and Responsibilities

   1. Assist the CEO in managing overall corporate matters effectively.

   2. Support the preparation and implementation of work plans, operational directives, reports, and agendas for board and management discussions.

   3. Channel directives, decisions, instructions, and feedback from the CEO to relevant teams, and follow up on their execution.

   4. Draft and issue memorandums, directives, and circulars; ensure timely implementation of instructions from the CEO and the Board.

   5. Review proposals for major investments and capital expenditures to ensure alignment with business objectives.

   6. Facilitate and follow up on key administrative tasks for the CEO.

   7. Manage internal and external correspondence in consultation with the CEO.

   8. Compile data and prepare advisory reports for the CEO and Board to aid decision-making.

   9. Review and summarize reports submitted to the CEO, providing actionable insights and recommendations.

   10. Serve as a point of contact for internal and external customers on matters referred to the CEO.

   11. Handle routine business matters on behalf of the CEO when required.

   12. Maintain the organization and professional setup of the CEO’s office.

   13. Arrange and organize regular and extraordinary meetings, communicate agendas, and take minutes, ensuring proper documentation and approval.

   14. Draft public speeches for the CEO’s review and presentation.

   15. Represent the CEO in meetings and workshops when delegated.

   16. Strive to exceed customer expectations by ensuring all activities align with organizational objectives.

   17. Develop and maintain improved management systems to enhance operational efficiency and create opportunities for growth.

   18. Optimize resource utilization in alignment with the annual work plan and budgetary guidelines.

   19. Take accountability for managing and controlling resources and property within assigned responsibilities.

   20. Foster a conducive work environment that promotes teamwork and achieves organizational goals.

   21. Prepare and periodically evaluate the performance of the section’s annual work plan, ensuring necessary adjustments.

   22. Compile and analyze planning data for records, future reference, and statistical reporting to third parties.

   23. Manage the section’s budget and maintain control over expenditures.

   24. Perform other duties as assigned by the immediate supervisor.