Executive Secretary/Assistant Admin at Together Civil Society Organization, Ethiopia

Executive Secretary/Assistant Admin
Reports To: Executive Director or Deputy Executive Director
Duty Station: Addis Ababa, Head Office
Contract Type: Permanent

Background of the Organization

TOGETHER is a leading indigenous Civil Society Organization (CSO) in Ethiopia, dedicated to empowering persons with disabilities, with a specialized focus on visual impairment. Established in 2013 and registered with the Authority for Civil Society Organizations (ACSO), TOGETHER was founded to address the rising prevalence of visual impairment and to combat the stigma and marginalization faced by the disability community.

Currently, TOGETHER is implementing the project “Holistic Support for Persons with Visual Impairment and Other Disabilities,” funded by German-based organizations and individual donors. Our operational footprint includes various sub-cities of Addis Ababa, the Sebeta Center for the Blind, and several prominent higher education institutions, including Addis Ababa, Kotebe Metropolitan, Bahir Dar, Debre Berhan, and Ambo Universities.

Purpose of the Position

The Assistant Admin / Executive Secretary will ensure the smooth functioning of the Executive Director Office by managing communications, schedules, and documentation, while facilitating effective coordination between the EDO and internal/external stakeholders.

Duties and Responsibilities

The Assistant Admin / Executive Secretary will:

• Manage the EDO’s calendar, schedule appointments, and coordinate meetings with internal and external stakeholders.
• Prepare and organize daily briefing materials, presentations, and other documentation for the EDO.
• Serve as the primary point of contact for the EDO, screening and managing incoming communications (emails, phone calls, correspondence).
• Provide administrative support, including drafting and proofreading documents, arranging travel, and managing expense reports.
• Coordinate information and document flow between the EDO and other departments/units.
• Maintain confidentiality and exercise discretion in handling sensitive information.
• Support project management, follow up on action items, and ensure timely completion of tasks.
• Assist in planning and execution of special events and high-level meetings involving the EDO.
• Perform other administrative duties as assigned by the EDO.

Duration of the Assignment

This is a permanent position, subject to successful completion of a probationary period and performance evaluation

Required Qualifications and Experience

Education:

• Bachelor’s degree or diploma in Office Administration, Business Administration, Office Management, Secretarial Science or project management, communication or other related social fields.

Experience:

• Minimum 3 years (Bachelor’s) or 6 years (Diploma) of relevant work experience as an executive secretary, Assistant Admin, or in a high-level administrative role.
• Prior experience supporting senior-level executives, preferably in a NGOs.

Skills and Competencies

• Excellent organizational and time management skills; ability to prioritize and multitask.
• Strong written and verbal communication skills with the ability to engage diverse stakeholders.
• Proficiency in Microsoft Office Suite and other administrative tools.
• High level of discretion and confidentiality in handling sensitive matters.
• Attention to detail and ability to work under pressure in a fast-paced environment.
• Adaptability, initiative, and problem-solving skills.
• Familiarity with office management best practices and procedures.

Required Skills

• Communication
• Attention to detail
• Problem solving