Job Summary

We are looking for a competent Executive Secretary who will be the one to organize and maintain the schedule of the Chief Executive Director of the College of Health Sciences, AAU and assist by performing a variety of administrative tasks. She/he must be quick professionals with great time-management and multitasking abilities. The goal is to contribute to the efficiency of the overall activity by ensuring all assigned administrative duties are carried on timely and efficiently..

Duties & Responsibilities

• Maintain the director’s agenda and assist in planning appointments, board meetings, conferences etc.
• Arranges and facilitate venues and logistics required for meetings, retreats, all staff meeting/retreat, other regional meetings and trainings as well as workshops.
• Receive and screen phone calls and redirect them when appropriate.
• Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
• Make local & international travel arrangements for the director.
• Handle confidential documents ensuring they remain secure.
• Monitor office supplies and items.
• Maintain electronic and paper records ensuring information is organized and easily accessible.
• Draft reports or documents as assigned.
• Takes meeting minutes & keep the documents.
•  Performs other duties as assigned by the director

Terms and conditions

Salary: Attractive

Hours of Work: Are governed by the laws of Ethiopia. However, the nature of the work is such that it might require working overtime and weekends.

Holidays: Are governed by the rules of Addis Ababa University for project workers.

Length of Contract: This is a Five year post subject to annual contract renewals.

Probationary Period and Notice Period: There is a three-month probationary period for this role.

No. Required : One

Terms of Employment :  Full-time, One year post subject to annual contract renewal

• BA in English language/Secretarial Science and Office Management or BSc in Computer science or Communication or Business management or any related field of study from a recognized University.
• At least 5 years’ of experience as an executive secretary or any other related role.
• Proficient in MS Office skills (Word, PPt, Excel).
• In depth knowledge of office management and technical vocabulary of relevant industry.
• Familiarity with basic research methods and reporting techniques.
• Excellent organizational and time-management skills.
• Outstanding communication and negotiation abilities.
• Integrity and confidentiality.
• Experience in English writing & communication skills.