Office Receptionist & Personal Assistant

Zare Innovations is a technology and business process outsourcing company that delivers strategic talent solutions, enterprise software development, AI solutions, and comprehensive technical support services. We partner with businesses to provide elite software developers, UI/UX designers, and QA engineers who integrate seamlessly with existing workflows, offering significant cost efficiencies without compromising on quality or cultural fit. Our services span custom enterprise software development, AI-powered solutions including conversational AI and machine learning models, technical support and infrastructure management, and comprehensive back office and administrative operations. We are committed to driving innovation, accelerating project timelines, and delivering measurable business outcomes for our clients. For more information about Zare Innovations, visit www.zareinnovations.com

The Office Receptionist & Personal Assistant is the first point of contact for the office and provides direct personal and administrative support to the owner, while also assisting other staff members with day-to-day administrative needs. The role combines front-desk management, executive assistance, general office administration, and internal support, requiring strong organizational skills, discretion, and a professional, welcoming manner.

Key Responsibilities

Reception & Front Office

• Greet and assist visitors, clients, and partners in a professional and welcoming manner

• Answer, screen, and direct incoming phone calls and emails

• Manage incoming and outgoing mail, packages, and courier coordination

• Maintain a tidy, presentable, and well-organized reception area

• Schedule and manage meeting room bookings and visitor appointments

Personal Assistance to the Owner

• Manage the owner's calendar, appointments, and daily schedule

• Arrange travel, accommodation, and logistics for business and personal trips

• Draft, proofread, and send correspondence on the owner's behalf

• Handle personal errands, bill payments, and scheduling as needed

• Maintain strict confidentiality regarding business and personal matters

• Prepare and organize materials for meetings, including notes and follow-ups

Office & Staff Support

• Serve as the primary point of contact for staff administrative needs

• Coordinate internal meetings, appointments, and communications across the office

• Order and manage office supplies and equipment inventory

• Support onboarding processes and maintain basic staff attendance records

Office Administration

• Maintain organized physical and digital filing systems

• Coordinate with vendors and service providers (utilities, cleaning, maintenance, etc.)

• Track petty cash, process basic expense records, and manage invoices

• Support general administrative tasks and ad hoc projects as assigned

Requirements & Qualifications

• Diploma or degree in Business Administration, Secretarial Science, or a related field

• 1–3 years of experience in a receptionist, administrative, or personal assistant role

• Fluent in Amharic and English (spoken and written); additional languages an advantage

• Strong organizational and multitasking skills

• Excellent communication and interpersonal skills

• Proficiency in Microsoft Office (Word, Excel, Outlook) and general office software

• High level of discretion, professionalism, and reliability

• Presentable, well-mannered, and comfortable interacting with clients and business partners

Key Attributes

• Trustworthy and able to handle confidential and sensitive information

• Proactive, resourceful, and able to work with minimal supervision

• Calm and composed under pressure, able to manage competing priorities

• Positive, service-oriented attitude