Dynamic Executive Assistant to CEO

Job description

Position Overview

We are seeking a highly organized, proactive, and trustworthy Executive Assistant to support the CEO of a fast-growing manufacturing startup in Lusaka. This role combines executive support, personal assistance, operational coordination, and social media management. The ideal candidate will act as a strategic partner to the CEO, ensuring both business and personal priorities are managed efficiently.

Key Responsibilities

Executive Assistance

• Manage the CEO’s calendar, appointments, meetings, and travel arrangements.
• Screen, prioritize, and respond to messages and correspondence.
• Prepare reports, presentations, agendas, meeting minutes, and business documents.
• Coordinate communication between the CEO, employees, clients, suppliers, and partners.
• Track projects, deadlines, and follow-up actions.
• Conduct research and prepare briefing materials for meetings and business decisions.
• Handle confidential information with discretion and professionalism.

Personal Assistance

• Manage personal appointments, schedules, and reminders.
• Coordinate personal travel, accommodation, transportation, and itineraries.
• Assist with personal errands, purchases, reservations, and event planning.
• Organize personal documents and records.
• Manage gift purchases, special occasions, and family-related scheduling when required.
• Support work-life balance by coordinating personal and professional commitments.
• Handle sensitive personal matters with complete confidentiality.

Manufacturing & Operations Support

• Assist with administrative tasks related to production, procurement, inventory, and supplier management.
• Coordinate with teams and vendors to ensure smooth operations.
• Monitor project timelines and operational reports.
• Maintain organized records of contracts, quotations, and operational documents.
• Support process improvement initiatives and business growth projects.

Social Media Management

• Create, schedule, and publish content across LinkedIn, Instagram, Facebook, X (Twitter), and other relevant platforms.
• Manage the CEO’s personal brand and professional online presence.
• Develop content highlighting company achievements, capabilities, products, industry trends, and leadership insights.
• Maintain a content calendar and posting schedule.
• Monitor engagement and respond to messages and comments as appropriate.
• Analyze performance metrics and prepare monthly social media reports.
• Coordinate with graphic designers, photographers, and marketing partners when needed.

Communication & Relationship Management

• Serve as a liaison between the CEO and key stakeholders.
• Draft professional emails, announcements, proposals, and correspondence.
• Ensure timely follow-up on commitments and action items.
• Maintain positive relationships with clients, suppliers, investors, and business partners.

Qualifications

• Bachelor degree in Business Administration or similar degree
• Proven experience as an Executive Assistant or similar role.
• Experience supporting senior executives or founders is highly preferred.
• Strong organizational, time-management, and multitasking skills.
• Excellent written and verbal communication skills.
• Experience with social media management and content creation.
• Proficiency in Microsoft Excel, PowerPoint, Google Workspace, Zoom, and project management tools.
• Ability to work independently and proactively solve problems.
• High level of integrity, discretion, and confidentiality.

Preferred Skills

• Experience in manufacturing, operations, or supply chain environments.
• Canva or basic graphic design skills.
• Familiarity with CRM systems and project management platforms.
• Digital marketing and personal branding experience.
• Event planning and travel coordination experience.

Key Success Metrics

• Efficient management of the CEO’s business and personal schedules.
• Timely completion of tasks and projects.
• Strong communication and stakeholder coordination.
• Growth in social media engagement and online visibility.
• Effective handling of confidential and sensitive matters.
• Ability to anticipate needs and proactively provide solutions.

Position Type: Part-time

Reports To: CEO

Location: Lusaka

Ideal Candidate Profile: A resourceful, detail-oriented professional who can seamlessly manage executive, operational, social media, and personal responsibilities while serving as a trusted right hand to the CEO.

Please submit a cover letter and CV. Applications without a cover letter will not be reviewed.