Executive Secretary & Executive Assistant to the CEO

BESYS Technologies PLCSecretarial & Office ManagementPosted 1h ago

Addis Ababa, Addis AbabaOn-siteFull TimeEntry

About this role.

BESYS Technologies PLC

Position: Executive Secretary & Executive Assistant to the CEO

Duty Station: Addis Ababa, Ethiopia

Employment Type: Full-Time

Reports To: Chief Executive Officer (CEO)

📍 Work Location: Addis Ababa, near Goro ICT Park

🚌 Employee Benefit: Company-provided transportation service in the morning and evening.

Job Summary

BESYS Technologies PLC invites qualified and highly professional candidates to apply for the position of Executive Secretary & Executive Assistant to the CEO. The position provides high-level executive administrative support to the CEO, facilitates effective communication and coordination with internal and external stakeholders, and ensures the efficient management of executive schedules, meetings, correspondence, and confidential information.

The successful candidate must demonstrate exceptional organizational skills, sound judgment, discretion, and the ability to manage multiple priorities in a fast-paced business environment.

Key Duties and Responsibilities

A. Executive Administrative Support

Provide comprehensive executive administrative support to the CEO in daily business activities.
Manage the CEO's calendar, appointments, meetings, and official engagements.
Organize executive meetings, prepare agendas, record minutes, and follow up on action points.
Coordinate the preparation, review, formatting, and submission of executive reports, presentations, memoranda, and official correspondence.
Maintain an effective filing and document management system for executive-level records.

B. Executive Coordination and Follow-Up

Coordinate communication between the CEO, Board of Directors, department heads, employees, and external stakeholders as authorized.
Follow up on management decisions, assigned tasks, deadlines, and pending matters to ensure timely execution.
Track action items arising from executive meetings and provide timely status updates to the CEO.
Facilitate the flow of information between the CEO's office and relevant departments.
Assist in coordinating executive-level projects, assignments, and special initiatives.

C. Communication and Stakeholder Management

Draft and review professional correspondence, letters, emails, reports, and other official documents on behalf of the CEO.
Handle telephone calls, visitors, and inquiries professionally and appropriately.
Coordinate internal and external appointments, business engagements, and official visits.
Maintain professional relationships with key stakeholders while protecting the CEO's time and priorities.

D. Confidentiality and Information Management

Handle sensitive executive, corporate, personnel, and business information with the highest level of confidentiality.
Ensure the proper safekeeping and controlled access of executive documents and records.
Exercise sound judgment when handling confidential communications and sensitive matters.
Ensure timely and accurate communication of authorized executive decisions and instructions.

E. Executive Office Management

Ensure the smooth day-to-day operation of the CEO's office.
Coordinate travel arrangements, accommodation, itineraries, and related logistics for the CEO when required.
Monitor pending correspondence, commitments, and deadlines requiring the CEO's attention.
Identify administrative gaps and recommend improvements to executive office procedures.
Perform other executive support responsibilities assigned by the CEO.

Skills and expertise.

Stakeholder CommunicationMicrosoft OfficeTravel CoordinationCalendar Management

How to apply.

Send your CV and cover letter to hr@beinfosys.com.

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