Senior Secretary

Role Overview

The Senior Secretary provides high-level administrative, organizational, and operational support to senior management. You will act as a key point of contact, managing complex calendars, facilitating internal/external communications, and ensuring the efficient execution of executive-level projects. This role requires exceptional discretion, autonomy, and the ability to handle sensitive information with complete confidentiality.

Core Responsibilities

• Executive Support: Proactively manage executive calendars, scheduling meetings, travel arrangements, and appointments to optimize time management.
• Strategic Communication: Act as the primary liaison between executives, staff, and external partners; draft, proofread, and distribute professional correspondence, reports, and presentations.
• Information Governance: Manage and maintain confidential physical and electronic filing systems, ensuring all documentation is organised, secure, and compliant with company policy.
• Operational Optimization: Identify bottlenecks in office procedures and recommend/implement process improvements to enhance team productivity and office flow.
• Project Coordination: Oversee special projects, research, and event planning as directed by management, ensuring all logistical requirements and deadlines are met.
• Meeting Facilitation: Prepare meeting agendas, take comprehensive minutes, track action items, and ensure all follow-up tasks are executed.

Qualifications

• Education: Bachelor’s degree in Business Administration, Office Management, or a related field.
• Experience: 5+ years of experience in an executive-level administrative role (or equivalent).
• Language Proficiency: Advanced fluency in written and spoken English, Amharic, and Afaan Oromoo (or relevant local languages).
• Technical Literacy: Expert-level proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaborative tools (e.g., Google Workspace, Slack, Trello, or CRM software, ERP).
• Professional Skills:
  • Discretion: Uncompromising integrity when handling sensitive personnel, financial, or corporate information.
  • Communication: Exceptional verbal and written communication skills suitable for high-stakes business environments.
  • Problem-Solving: Ability to anticipate needs, resolve conflicts independently, and make sound decisions under pressure.
  • Organization: Superior time management and multitasking skills with an eye for minute details.
• Salary: Negotiable