Executive Assistant (G4)

Job description

LUAPULA WATER SUPPLY AND SANITATION COMPANY LIMITED (LpWSC) — VACANCY ANNOUNCEMENT
Commercial Water Utility Company | Position: Executive Assistant (G4) – 1 Position

Luapula Water Supply and Sanitation Company Limited (LpWSC) is a Commercial Water Utility Company incorporated in December 2008 to provide water supply and sanitation services across Luapula Province. Operations currently span six (6) districts: Mansa, Samfya, Kawambwa, Mwense, Nchelenge, and Chienge.

LpWSC seeks to recruit a high-profile, self-motivated, innovative, honest, committed, dynamic, and experienced individual for the position of Executive Assistant (G4) based at the Head Office in Mansa.

Job Purpose:

Provides high-level administrative support, reporting, and secretarial services to the Managing Director, seamlessly organizes the Managing Director’s day-to-day operational activities, organizes events, project meetings, and serves as the principal point of contact among executives, employees, clients, and external partners.

Main Duties & Responsibilities (Principal Accountabilities):

• Provide a high level of confidential and efficient personal and administrative support to the Office of the Managing Director, ensuring logistics and proper office management.
• Manage the Managing Director’s Diary, Corporate Events Calendar, and appointments directory, exercising discretion to ensure scheduled times are suitable and never clashing.
• Receive and analyze correspondences, reports, emails, and phone calls; draft written responses for Managing Director’s clearance within 48 hours.
• Follow up on execution of resolutions and action points from executive meetings and events.
• Arrange travel itineraries and logistics (air, road, hotel bookings) for the Managing Director and entourage, ensuring travel imprests are retired.
• Draft agendas, record detailed minutes at meetings/conferences, and coordinate materials and logistical setups for Managing Director and Board Members.
• Monitor approved Board calendars, compile Board agenda items, reports, discussion and decision papers, and take Board minutes.
• Ensure speedy delivery, distribution, and tracking of all mail and documentation using an Activity Log.
• Type and proofread confidential and routine correspondences, reports, memoranda, speeches, and notes.
• Take dictation using shorthand and transcribe accurately ensuring proper grammar, punctuation, and format.
• Serve as a liaison officer amongst employees, clients, committees, and administrative functions.
• Support delivery of projects within Corporate Business Plans and Annual Work Plans aligned with organizational and national development goals.
• Assist in project/business proposal writing, resource mobilization, and track corporate regulatory compliance (licenses, returns, permits).
• Assist in property management functions (leases, facilities, equipment, property register).
• Design and maintain secure physical and digital filing and indexing systems for receiving, coding, storage, retrieval, retention, and archival of records.
• Supervise assigned office staff, interns, and volunteers, conducting performance appraisals.
• Prepare ad-hoc and periodic reports (daily, weekly, monthly, quarterly reports, bulletins, newsletters).

Qualifications & Experience:

• Grade 12 Certificate with a minimum of Five (5) “O” levels, including Credits or Better in English and Mathematics.
• Bachelor’s Degree in Management, Business Administration, Legal Studies, Public Administration, Human Resources Management, or related field.
• Diploma in Secretarial Studies with 120/60 wpm Shorthand and Typing Speed.
• Minimum of Five (5) years’ traceable experience supporting Chief Executives and Senior Management Staff.
• Valid membership to a recognized relevant Professional Body.
• Qualifications must be verified by the Zambia Qualifications Authority (ZAQA).
• Preferred Age Limit: Not older than 45 Years Next Birthday.

Key Competencies:

• Sound understanding of general administration, management, and board affairs.
• Proficiency in ICT (Microsoft Office Package and digital storage platforms).
• High level of emotional intelligence, maturity, confidentiality, and diplomacy.
• Proven conflict resolution and people management skills.

How to Apply:

Interested candidates meeting the above requirements should submit their application letter, curriculum vitae, copies of certified academic/professional qualifications, and ZAQA verification/evaluation certificates in a single PDF document, along with contact details of Three (3) traceable referees via email or hardcopy to:

• Email Application: careers@lpwsc.co.zm
• Postal / Physical Address:
  The Managing Director
  Luapula Water Supply and Sanitation Company Limited
  Plot 106, Chitimukulu Road, Low Density
  P. O. Box 710594, MANSA, Zambia
• Closing Date: Friday, October 16, 2026

* LpWSC is an Equal Opportunity Employer.