Executive Secretary Full Time

The Consortium of Christian Relief and Development Association (CCRDA) is a national nonprofit umbrella association of over 469 secular and faith-based NGOs/CSOs operating in Ethiopia.

Report to: Executive Director

Job Summary

CCRDA is seeking a highly motivated and organized individual to join our organization as an Executive Secretary to perform advanced, diversified and confidential administrative and secretarial duties. This position requires broad and comprehensive experience, skill and knowledge of the area and provides a high level of support to the Executive Director. Tasks will include maintaining the executive agenda and assisting in planning appointments, board meetings, conferences, committee, event and travel support, as well as general administrative and program/project management functions.

Duties and responsibilities include:

• Provides administrative assistance and secretarial services to the Executive Director.
• Takes and transcribes oral dictation and type complex correspondence, articles, reports and minutes on general, special and technical subjects with a very high degree of proficiency and accuracy.
• Sort mails delivered to the office; maintains control over incoming and outgoing correspondence and reviews them for the Executive Director’s signature.
• Screens visitors clarify issues whenever possible and schedules appointments always keeping in mind the workload of the Executive Director on any particular day.
• Arrange staff and higher-level meetings, gather materials or minutes whenever required.
• Composes letters, correspondence, reports, and memos etc of complex nature for review and approval by the Executive Director.
• Maintains files of correspondence and other materials often of a confidential nature.
• Directs incoming routine letters on own initiative to offices concerned for the necessary action and issues approved ones as required.
• Locates and extracts information and materials from files and conducts follow-up on pending items.
• Answers and screens telephone calls directed to the Executive Director, take messages and refer callers to the Executive Director or other appropriate staff.
• Studies initiate and recommend ways of improving working methods and efficiency.

Place of work: Addis Ababa at CCRDA Complex

• Required – Bachelor’s degree in Secretarial Science & Office Management, Management or other related field of study
• Minimum of four years’ relevant work experience in office administration

Additional Skills

• Excellent time management and ability to multi-task and prioritize work.
• Proven communication skills.
• Good interpersonal skills.
• Attention to detail and problem-solving skills.
• Flexibility and adaptability.
• Strong computer skills – database management.
• Excellent organizational and planning skills.
• Proficiency in English language is essential.