Administrative Assistant

1. Main duties and responsibilities

Under the general direction and supervision of the Board Chairman, maintain the diary and arrange board of director’s appointments as necessary. Type and print reports, memos, minutes, letters etc. and routine correspondence from dictation or written sources. Screen and respond to all incoming telephone calls and take action as appropriate. Receive incoming letters and submit to the board of directors; distribute letters/any other material to concerned bodies as directed by the board of directors, documentation of shareholders document and follow up the necessary process and procured related with Ethiopian Authentication and Registration Office.  

  2. Specific duties & responsibilities

1. 1. Perform daily secretarial & office administrative matters. 
   2. Maintain the diary and arrange board of director’s appointments as necessary.
   3. Type and print reports, memos, minutes, letters etc. and routine correspondence from dictation or written sources.
   4. Organizing and keeping minutes, managing shares
   5. Organizing meeting of shareholders and members of the board of directors
   6.  Screen and respond to all incoming telephone calls and take action as appropriate.
   7. Receive incoming letters and submit to the board of directors; distribute letters/any other material to concerned bodies as directed by the board of directors.
   8. Draft routine correspondence for approval and signature by the board of directors.
   9. File all documents and maintain the office filing system and all personnel records.
   10. Follow up of the implementation of the routine decisions made by the board of directors.
   11. Organize & make arrangements for weekly, monthly and other periodic meetings in the board of directors office
   12. Operate standard office equipment such as Computers, photocopiers, Fax’s, etc.
   13. Oversee the maintenance of secretarial standards throughout the company and contribute to the training of other secretaries.
   14. Documentation and registration of BTSC Shareholders documents.
   15. Follow the necessary process and procedure in relation with document Authentication and registration at Ethiopian Document Authentication and Registration Office.  
   16. Maintain and use stationary materials economically.
   17. Perform other related duties as assigned.

Position Title: Administrative Support Manager

Location: Head Office

Job Purpose

Administrative support manager is responsible for helping a business run smoothly and efficiently. Administrative support managers support the work environment of a business by observing what needs scheduling, maintenance, and coordination and take responsibility for much of the paperwork, policy, and office supervision.

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.