Job Type: Onsite - Full Time
Education: Bachelor’s Degree
Experience: Intermediate
Vacancies: 1
Skills: Microsoft 365, Microsoft Excel, Office Administration, Task Tracking

JOB PURPOSE

To provide high-level secretarial, administrative and organizational support to the Managing Director/D-Managing Director and senior management by ensuring effective coordination of executive activities, communication, meetings, documentation and office administration.

The position also supports basic fleet administration, including vehicle scheduling, utilization monitoring, maintenance coordination and related documentation to ensure the efficient use of company vehicles.
[Executive and Secretarial Support]

Ø Act as a primary point of contact for internal staff, external clients, visitors and stakeholders and communicate professionally with every Lovegrass Stakeholders.

Ø Manage the D-Managing Director/Managing Director's calendar, appointments, meetings and daily schedules.

Ø Maintain physical and digital filing systems, databases and document archives for quick retrieval.

Ø Follow up on tasks and instructions assigned by the director/s to departments and responsible employees, maintain a follow-up task tracking system/register showing assigned activities, responsible persons, deadlines and progress.

Ø Handle sensitive and confidential company or personnel information with strict discretion & protect confidential documents from unauthorized access.

Ø Draft, proofread and format official letters, reports, memos, presentations and other executive documents.

Ø Register, classify and file incoming and outgoing documents and organize those documents required for executive decision-making.

Ø Retrieve documents promptly when requested by authorized personnel.

Ø Coordinate communication between management, employees, customers, banks, government offices, and business partners.

Ø Provide daily administrative support to the executive.

Identify overdue assignments and bring them to the attention of the executive.
[Administrative Coordination]

Ø Ensure that vehicle-related requests and expenses are properly documented and submitted for approval.

Ø Coordinate driver schedules, ensure the implementation of a preventive maintenance schedule for all company vehicles.

Ø Maintain accurate records of vehicle registration, licensing, insurance and inspection documentation.

Ø Arrange domestic and international travel itineraries [A detailed plan, route or schedule for a local and international trips] hotel bookings and event logistics.

Ø Monitor office supplies and coordinate procurement requests whenever necessary.

Ø Perform other administrative duties as assigned by the immediate supervisor.

Ø Support the preparation of official events, conferences, and management meetings.

Ø Perform other administrative duties assigned by her immediate supervisor.

JOB REQUIREMENTS

[Educational Qualification]

Ø Bachelor's Degree /Diploma in Secretarial Science, Office Management, Business, Management or related fields.

Ø Relevant secretarial or administrative training is an advantage

[Work Experience]

Ø Minimum of 2/4 years of relevant experience in secretarial, administrative or executive support work, secretarial position, a front-desk or customer service role.

Ø Experience supporting senior management in a manufacturing is an advantage.

Ø Excellent verbal and written communication skills in Amharic and English.

Ø Proficiency in Microsoft Office, (Word, Excel), Outlook, MS Teams

Ø Knowledge of ERP or electronic document management systems is an advantage.

[Required Competencies]

Ø Excellent written and verbal communication skills.

Ø Strong organizational and time-management skills.

Ø Professional attitude, appearance and customer service orientation.

Ø Ability to work under pressure and meet deadlines.

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