Job Summary

The Executive Assistant to the CEO provides high-level administrative, organizational, and operational support to ensure the smooth and efficient functioning of the CEO’s office. The role requires excellent coordination, confidentiality, communication, and multitasking abilities, with a strong focus on document management, correspondence handling, and guest relations.

Job Requirements

• Education: Minimum of Bachelor’s Degree in Management, Business Administration, Secretarial Science and Office Management or any related field of study. 

• Experience: Minimum of 8 years of relevant work experience as an Executive Assistant, Personal Assistant, Office management or in a senior administrative or managerial role

Duties and Responsibilities

Document Management & Record Keeping

• Properly archive all incoming and outgoing documents in an organized and secure filing system (both physical and digital). 

• Ensure easy traceability and retrieval of documents at any time. 

• Maintain a well-structured document tracking system for letters, claims, and official correspondences submitted to the CEO. 

Correspondence Handling

• Compile, register, and submit all letters, reports, and claims to the CEO in a systematic and traceable manner. 

• Draft letters, memos, and official correspondences for the CEO’s review and approval. 

• Manage and respond to emails on behalf of the CEO in a professional and timely manner. 

• Ensure all outgoing communications are accurate, properly formatted, and aligned with organizational standards. 

Communication & Dispatch Coordination

• Ensure that letters, circulars, directives, and other communications are delivered to the intended recipients accurately and without delay. 

• Follow up on dispatched documents to confirm receipt and action.

• Respond calls from customers and clients 

Calendar & Appointment Management

• Schedule, coordinate, and manage the CEO’s daily calendar, meetings, and appointments. 

• Prioritize engagements to optimize the CEO’s time and productivity. 

• Arrange meeting logistics, including venue, materials, and communication. 

Guest Relations & Office Representation

• Receive, welcome, and host guests visiting the CEO’s office in a professional manner. 

• Address and resolve visitor inquiries or issues within delegated authority to minimize interruptions to the CEO. 

• Represent the CEO in hosting and entertaining guests when required. 

Travel & Logistics Coordination

• Arrange hotel reservations, travel bookings, and transportation for guests and the CEO as needed. 

• Ensure all travel arrangements are efficient and cost-effective. 

Office Administration

• Supervise office support staff (e.g., office assistants/cleaners) to ensure efficiency and professionalism. 

• Monitor and maintain office cleanliness and organization. 

• Ensure timely procurement, proper use, and dispatch of office supplies for the CEO’s office. 

Skills & Competencies

• High level of integrity, discretion, and confidentiality. 

• Professional appearance and excellent personal presentation. 

• Strong interpersonal and communication skills. 

• Ability to work under pressure and handle multiple tasks efficiently. 

• Proactive, detail-oriented, and highly organized. 

• Strong problem-solving skills and initiative. 

• Polite, respectful, and customer-service oriented. 

• Ability to represent executive leadership with professionalism and diplomacy. 

• Excellent written and verbal communication skills. 

• Strong organizational and document management skills. 

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). 

• Effective email and correspondence management. 

• Time management and multitasking ability. 

• Strong record-keeping and reporting skills. 

• Basic supervisory and leadership skills. 

• Attention to detail and accuracy. 

• Ability to handle confidential information with discretion. 

• Strong customer service and hospitality skills. 

• Ability to work flexible hours when required. 

How To Apply

Interested and qualified applicants are invited to submit their updated CV with cover letter, copies of educational and work experience documents via Email: hr@giftrealestate.com.et or send via telegram +251917082686 or apply in person to our Head Office located Bole Road, New Gift Real Estate Building 5 floor HR & Administration Department in front of Cameroon Embassy.

Only shortlisted candidates will be contacted.

Job Requirements Bachelor's Degree in Management, Business Administration, Secretarial Science and Office Management or in a related field of study with relevant work experience as an Executive Assistant, Personal Assistant, Office management or in a senior administrative or managerial role. How to Apply Submit your application and CV along with supporting documents via email: hr@giftrealestate.com.et