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Executive Secretary

The nature of this job includes performing tasks of advanced secretarial work; deals with incoming and outgoing mails, follows up the administrative details of the office; and annotates documents for quick reference.

DUTIES AND RESPONSIBILITIES

  •  Organizes tasks given to the directorate and brings to  attention;
  • Manages and is responsible for the administrative details of assigned office;
  • Performs a wide variety of clerical, typing and stenographic duties in the office of management staff;
  • Checks and transcribes correspondence, minutes and reports from dictation or written drafts with great care and accuracy.
  • Classifies, organizes and supervises the filing system of the office to secure complete and accurate records;
  • Maintains proper records of incoming and outgoing correspondence;
  • Opens, sorts and routes incoming mail; prepares material for mailing; locates and extracts required information from files;
  • Receives telephone calls and messages; gives information to callers; connects callers to supervisor on important matters requiring his attention; places outgoing calls;
  • Screens requests for meetings or appointments with the Director; schedules appointment and reminds supervisor when they are due;;
  • Helps organize departmental meetings; prepares necessary records and documents; arranges and assembles materials for meetings and prepares report summaries;
  • Annotates documents for quick reference;
  • Transmits messages, instructions, circulars and remainders from the director to various offices, and follows up their status;
  • Arranges travel schedules and reservations for the director;
  • Safeguards the confidentiality of all information received and under custody;
  • Takes minutes of meetings, workshops and negotiations;
  • Operates fax, telex machines and the internet; sends and receives messages;

Executive Secretary Requirements and Qualifications

  •  BA Degree in Social Science and Management related field ,
  • 5 years in secretarial work of which 2should be as a Senior Secretary
  • excellent knowledge in the use of common word processing Software and satisfactory,
  • knowledge of the English Language.

Interested and qualified applicants are invited to send their Application letter, CV and scanned documentations via email to gediongedion94@yahoo.com and within seven working days from the date of this announcement. Only shortlisted candidates will be contacted.