Executive Assistant

Job description

ROLE PROFILE

The Executive Assistant to the Executive Director will be responsible for providing personalized administrative support in a professional manner, handling tasks related to the executive’s agenda, communications, and daily operations, ensuring efficiency and confidentiality.

KEY RESPONSIBILITIES

Act as the first point of contact for the Executive Director with internal/external clients.
Provide high-level administrative support to Executives Director, including scheduling meetings, managing calendars, and handling correspondence
Book and manage travel arrangements
Develop efficient documentation and filing systems
Handle incoming requests and queries appropriately
Produce reports, presentations, and briefs as needed
Assist the Executive Director in decision-making
Support the Executive Director in managing high-priority projects, tracking milestones, and coordinating with various departments to ensure alignment with organizational goals
Assist with the implementation of key initiatives, following up on project progress and helping resolve any bottlenecks
Ensure that the Executive Director’s time is optimized, and the executive office runs smoothly
Organize schedules and ensure the Executive Director’s day-to-day operations are seamless
Manage travel, logistics calendar, and expenses (including retirement expenses) for the Executive Director’s trips, meetings, boardroom, and workshop bookings (in partnership with procurement
Any other lawful duties that may be assigned

QUALIFICATIONS, SKILLS AND EXPERIENCE REQUIRED

Bachelor’s degree in Business administration, Public Administration or its equivalent
Full Grade 12 Certificate
At least 6 years of experience working as Executive Assistant
Comprehensive understanding of office management systems and applications.
Exceptional planning and time management skills
Excellent verbal and written communication skills
Discretion and confidentiality.
Effective administration and people management skills
Full understanding of administration functions and best practices
Strong decision-making and problem-solving skills
Meticulous attention to detail.

Applications accompanied by photocopies of certified academic and professional qualifications with a detailed Curriculum Vitae giving at least three (3) traceable references should be sent to;

The Executive Director

Zambia Institute of Mass Communications Educational Trust

Plot 3529 Government Road

P.O Box 50386 RW

Lusaka.

Or send via email to: jobs@zamcom.ac.zm

Closing Date:  30th May, 2025.

PLEASE NOTE THAT ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED.