Front desk and Admin Assistant

Front Desk and Admin Assistant (Vacancy code – CEO’S office 001/2024)

About the Job

Position Overview/Scope of role:

The front desk administrative assistant will be the first point of contact for our employees and guests. The role holder is responsible to schedule and confirm appointments, direct incoming calls, and welcome visitors. Additionally, this position provides a broad range of administrative, database, and document control support for the head office team.

Top Roles and Responsibilities:

• Welcoming and assisting visitors and guests in a friendly and professional manner– direct them to the appropriate staff member.
• Reporting to management and performing administrative duties.
• Answering telephone calls, as well as screening and forwarding calls.
• Scheduling and confirming appointments, meetings, and events.
• Calendar coordination; purchase airfare and lodging.
• Reserve conference rooms and tele-conference services.
• Select catering, facilitate, and ensure end-to-end service is rendered for meetings, trainings, and other events.
• Support Office Manager in monitoring office supplies, ordering, distribution, and replacements.
• Prepares correspondence, presentations, email communications, and Excel spreadsheets as deemed necessary.
• Maintains document control support to the Quality Control and Quality Assurance department as needed.
• Responsible for gathering and packaging outgoing packages as well as receiving incoming packages and distributions.
• Follows up on invoices and payments for some services rendered.
• Performs word processing, photocopying, faxing, data entry, and other administrative duties as assigned.
• Must be a trustworthy individual who respects confidentiality and keeps information and documents secured.
• Attends staff meetings as required.
• Keeps the reception area tidy and observes professional etiquette.

About You

Educational Experience:

• TVET Level IV/III or BA Degree in Office Management or other related fields.

Work Experience:

• Minimum 6/8 years of relevant experience for TVET Level III, and 3 years for BA Degree.
• Candidates having worked as an administrative assistant / front desk officer / receptionist in a hotel setting, NGO, or international organization will be given an added advantage.

Critical criteria/Skill to be successful in this role:

• Exceptional ability to create a welcoming environment.
• Proficient in Microsoft Office programs (Outlook, Excel, and Word).
• Working knowledge of printers, copiers, scanners, and fax machines.
• Excellent organizational skills including the ability to prioritize and coordinate multiple tasks.
• Excellent written and verbal communication skills in Amharic and English, including professional phone etiquette.
• Excellent interpersonal skills with the ability to effectively interact with internal and external business partners and staff at all levels.
• Responds promptly to shifts in direction, priorities, and schedules.
• Uses sound judgment and problem resolution skills; often makes decisions in the supervisor’s absence.

Required Skills:

• Effective communication and sociability.

How To Apply

KEY NOTE BEFORE APPLYING FOR THIS ROLE:

1. Ensure you fulfill the minimum set requirement.
2. If you fulfill the above requirement, then you are expected to fill and submit the form linked below: Application Form
3. All those that do not fulfill the above requirements will be rejected automatically.
4. Only shortlisted candidates will be contacted.