PERSONAL ASSISTANT (PA) TO THE CEO

Job description

Company: McTech Zambia Limited

Position: Personal Assistant to the CEO (PA)

Reporting To: Chief Executive Officer (CEO)

Location: Lusaka, Zambia.

ABOUT McTECH ZAMBIA LIMITED

McTech Zambia is a leading technological solution provider dedicated to delivering quality goods and services across Industry, Construction, and Cyber Security with bespoke, customer-suited engineering solutions. We specialise in comprehensive ICT & Cyber Security services, Construction, and Professional Electrical & Auto Mechanics. With over 10 years of industry experience, a dedicated team of more than 50 experts, and over 150 successful projects, we pride ourselves on defining the standard of professional excellence and achieving 100% client satisfaction.

ABOUT THE ROLE

McTech Zambia Limited is seeking a highly organised, diligent, and proactive Executive Personal Assistant to provide high-level, confidential administrative and secretarial support to the CEO. In this critical role, you will serve as the primary point of contact for internal and external stakeholders, ensuring the smooth management of the CEO’s day to-day affairs and maximising the effective use of their time.

KEY RESPONSIBILITIES

Diary & Schedule Management:

Proactively manage and coordinate the CEO’s busy electronic diary, assessing the priority of appointments, filtering requests, and scheduling internal and external meetings.
Conduct regular diary meetings with the CEO to discuss upcoming engagements, invitations, and schedule adjustments.

Travel & Logistics Coordination:

Plan, organise, and manage complex domestic and international travel arrangements, including flights, accommodation, visas, and airport transfers.
Prepare detailed travel itineraries, travel briefings, and ensure all arrangements match the CEO’s specific requirements.

Communication & Correspondence:

Act as the first point of contact, filtering emails, phone calls, and general queries by redirecting them or taking them forward as appropriate.
Draft, type, and dispatch routine correspondence, reports, and letters to a high standard on behalf of the CEO.
Manage the CEO’s official expenditures, claims, and monthly expenses.

Meeting & Governance Support:

Ensure the CEO is fully prepared for all engagements by managing the briefing process from start to finish, providing necessary paperwork, and preparing daily briefing folders.
Provide secretariat support for senior management and Board of Directors meetings, including drafting agendas, collating papers, taking accurate minutes, and following up on action points.

Project & Event Management:

Plan and manage key organisational events, conferences, and strategy days.
Assist the CEO with high-priority projects by coordinating tasks, monitoring deadlines, and conducting necessary desktop research.

REQUIRED QUALIFICATIONS & EXPERIENCE

A Bachelor’s Degree in Business Administration or a relevant field.
A minimum of five (5) years of experience providing high-level administrative or PA support to C-suite executives or senior management.
Proven experience in complex diary management, arranging international travel, and supporting Board-level committees.
Excellent IT skills and computer literacy, with advanced proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).

CRITICAL TRAITS & PERSONAL QUALITIES

Absolute Discretion & Confidentiality: Must have a proven track record of handling sensitive business and personal information with complete discretion and professionalism.
Calm & Flexible Temperament: The ability to remain calm under pressure, adapt to unexpected changes, and effectively manage the conflicting demands of a busy workload, and be able to calmly talk to frustrated business clients.
Exceptional Organisation: Outstanding time-management and organisational skills, with a meticulous eye for detail and accuracy.
Proactive & Anticipatory: The ability to think ahead, anticipate the CEO’s needs before they arise, and work confidently on your own initiative without supervision.
Outstanding Communication: Excellent interpersonal, verbal, and grammatically correct written communication skills, with the diplomacy to interact with a wide range of senior external contacts and stakeholders.
HOW TO APPLY

To apply for this position, please email your CV, Credentials and cover letter to jobs@mctechz.com. Stating the position being applied for in the Subject header.

Please note: This job is based in Lusaka, Zambia. Applicants must have the right to work in Zambia