Administrative Support Manager

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.

Vital Security PLC is a fast-growing security services company providing security  guard, and integrated tech-based security solutions to corporate, institutional, and government clients.

Job Summary

The Office Manager (Reception) is the first point of contact for the company. She manages the front office, welcomes clients and visitors, handles communication, and supports the smooth day-to-day running of the head office.

Duties and Responsibilities

• Receive and welcome clients, visitors, and job applicants in a professional and courteous manner
• Answer, screen, and direct telephone calls; take and pass on messages accurately
• Receive, register, distribute, and dispatch incoming and outgoing letters, documents, and parcels
• Maintain an organized filing system (physical and electronic) for office records and correspondence
• Manage the management's calendar, appointments, and meeting room bookings
• Prepare letters, memos, minutes, and reports as assigned
• Monitor office supplies, request purchases, and keep stock records
• Coordinate cleaning, messenger, and office support services to keep the office clean and orderly
• Keep visitor logs and ensure office security procedures are followed at the front desk
• Support HR and administration with document collection and applicant reception
• Perform other related duties assigned by the supervisor

VACANCY ANNOUNCEMENT WITH RADISSON BLU HOTEL 

Radisson Blu Hotel, Addis Ababa which is centrally located in Kazanchis Business District adjacent to the United Nations Economic Commission for Africa conference hall (UNECA-AA) and just few kilometres from Bole International Airport are looking for a dynamic, self-starter to join our team as an Admin Assistant.