Executive Secretary/Office Assistant

Position Title: Executive Secretary/Office Assistant
Organization: Ethiopian Women Lawyers Association (EWLA)
Work Unit: Executive Directress Office (EDO)
Reports To: Executive Directress and Deputy Executive Directress
Duty Station: Addis Ababa, Head Office
Contract Type: Permanent

Background of the Organization

The Ethiopian Women Lawyers’ Association (EWLA) was established at the federal level in 1995 by women lawyers and re-registered as a Local Organization in accordance with the Civil Society Organization law. For more than 30 years, EWLA has been working to promote women’s social, economic, political, and legal rights, enabling them to fully exercise their constitutional and other rights.

The aim of the association is to promote equal participation of women in all sectors, prevent sexual violence against women, and create a safe environment for women through its three core programs: Legal Research and Advocacy, Public Education and Capacity Building, and Free Legal Aid Service.

Headquartered in Addis Ababa, EWLA operates regional offices in seven regions and one city administration: Adama, Hawassa, Bahir Dar, Gambella, Asosa, Jigjiga, Semera, and Dire Dawa. To ensure accessibility of its services, EWLA has expanded its reach to zones and woredas through 56 volunteer committee centers across the country. In addition, the association runs a dedicated hotline service (7711), available in three local languages: Amharic, Afan Oromo, and Tigrigna.

Purpose of the Position

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

Duties and Responsibilities

The Office Assistant / 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 in Office Administration, Business Administration, Office Management, or project management, communication or law related field.
• Experience:
  • Minimum 3 years (Bachelor’s) of relevant work experience as an executive secretary, office assistant, or in a high-level administrative role.
  • Prior experience supporting senior-level executives, preferably in a non-profit or corporate setting.

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.