Executive Assistant

Job Description

Department: Office of the Chief Commissioner
Location: Head Office

Purpose of the Job

Under the general direction of The Commissioner, The Executive Assistant is responsible for a variety of complex, confidential, and independent secretarial and administrative support to The Commissioner. To accomplish the objectives of the position, the Executive Assistant performs the following functions:

Main Duties and Responsibilities:

• Management of the Commissioner’s schedule (e.g., meetings, travel, etc.);
• Responsible for administrative and secretarial duties to assist the Commissioner. Acts as contact point for the Commissioner;
• Organizes and directs the day-to-day tasks and functions and oversees the smooth and efficient operation of the Commissioner Office;
• Responsible for maintaining and updating all files located in the Commissioner Office;
• Manage all communications including e-mails and highlights pertinent information. Routes items to other individuals when appropriate and records information on the Commissioner calendar;
• Draft and edit correspondence, communications, presentations, and other documents on behalf of the Commissioner;
• Support in the distribution of meeting agenda’s;
• Support in preparation and distribution of meeting minutes chaired by the Commissioner;
• Produce and distribute correspondence memos, letters, faxes to respective offices and makes appropriate copies;
• Coordinate and direct incoming telephone calls, receive and greet visitors and direct inquiries and request for the Commissioner; respond to sensitive complaints and requests for information from the general public and staff and refer inquiries as appropriate;
• Follow up schedule appointments and maintain accurate appointment calendar for the Commissioner. Receive, sort, and distribute all incoming and outgoing correspondence;
• Coordinate registration and travel arrangements for the Commissioner, as instructed. Organize receipts and process all travel authorizations and other related travel reports;
• Responsible for the completion of purchase requisitions for materials, supplies, equipment, repairs, and other pertinent transmittals for the Commissioner;
• Performs other related duties as assigned by supervisor.

Qualifications and Experience

• BA Degree in Management, Public Administration, or related fields.
• 4 years of executive level secretarial service/office management experience required.
• Computer literate
• Knowledge of Amharic and English is required
• Knowledge of other local languages is advantageous