Executive Assistant

Job description

Job Reference Number: ZCCM-81
Department: CEO
Business Unit:
Industry: Mining
Job Type: Permanent
Positions Available: 1
Salary: Market Related

The Executive Assistant to the Chief Executive Officer (CEO)provides high-level administrative, strategic, and protocol support to ensure the efficient operation of the Office of the CEO. The role involves managing the CEO’s schedule, coordinating meetings, preparing briefs and reports and handling confidential correspondence and managing all protocol matters with highest professional ethic.
Job Description

JOB PURPOSE

The Executive Assistant to the Chief Executive Officer (CEO) provides high-level administrative, strategic, and protocol support to ensure the efficient operation of the Office of the CEO. The role involves managing the CEO’s schedule, coordinating meetings, preparing briefs and reports, and handling confidential correspondence. The Executive Assistant also oversees protocol matters, ensuring proper coordination of official visits and engagements, events, and interactions with government officials, corporate partners, and other key stakeholders. Serving as a trusted liaison, the Executive Assistant upholds the highest standards of professionalism, discretion, and organizational excellence in representing the Office of the CEO.

KEY RESPONSIBILITIES: Executive and Administrative Support
·        Manage the CEO’s daily calendar, appointments, and travel arrangements to ensure optimal time management.
·        Prepare and review the CEO’s correspondence, reports, and presentations for accuracy, clarity, and alignment with corporate messaging.
·        Screen and prioritise incoming communication, ensuring the CEO’s time is optimally utilized
·        Coordinate internal and external meetings for the CEO, ensuring all logistics, briefing materials, and follow-up actions are handled efficiently.
·        Maintain confidentiality of sensitive information and ensure professional handling of all matters from the CEO’s office.
·        Track and manage action items arising from executive meetings and ensure timely follow-up.
 Strategic and Communication Support
·        Serve as the primary liaison between the CEO, senior management, Board members, and external stakeholders.
·        Support the CEO in preparing speeches, talking points, and briefing notes for internal and external engagements.
·        Coordinate submission and consolidation of reports from departments for the CEO’s review.
·        Draft internal communications, announcements, and executive messages as directed in consultation with the Corporate Affairs Manager.
Protocol and Event Management
·        Manage protocol matters related to the CEO’s engagements, including official visits, courtesy calls, and ceremonial functions.
·        Coordinate and support the planning and preparation for official guests visiting the company, ensuring a seamless and dignified experience from arrival to departure.
·        Liaise with government officials, investors, and high-level partners to ensure adherence to official etiquette and protocol.
·        Oversee arrangements for high-level meetings, conferences, and official receptions hosted by the CEO.
·        Ensure proper documentation and communication for all official invitations, gifts, and acknowledgements.
·        Represent the CEO’s office in liaising with stakeholders to promote positive relationships and the company’s image

Relationship and Stakeholder Management
·        Build and maintain positive working relationships with internal teams, Board members, and external partners.
·        Act as a point of contact for the Office of the CEO, ensuring professionalism and responsiveness in all interactions.
·        Monitor and manage stakeholder inquiries, correspondence, and requests for the CEO’s attention.
Office Efficiency and Coordination
·        Maintain an organized filing and document management system (both electronic and physical) for the CEO.
·        Support budget planning and expenditure tracking for the CEO’s office.
·        Identify opportunities to enhance efficiency and effectiveness in executive operations.

Financial Responsibilities:

Preparation and Management of Budgets

Job Requirements

Minimum level of academic qualifications required to perform effectively in the role.
 

GCE or Equivalent with Credits or Better in Five Subjects, Mathematics and English Included
Bachelor’s degree in Business Administration, Public Administration, Management, or a related field.
A professional certification in Protocol and Diplomacy.
Experience of not less than 4 years in a similar role, in a busy and complex environment.
Proven experience in managing high-level protocol, stakeholder relations, and event coordination.

***A postgraduate qualification or professional certification in Executive or Office Management, Corporate Governance will be an added advantage.

Skills and competencies

·        Technical
Proficient in MS Office Suite (Word, PowerPoint, Excel, Outlook) and digital collaboration tools (e.g., Teams, Zoom).
·        Behavioural
Executive Administration
Protocol & Etiquette
Stakeholder Engagement
Analytical Skills
Confidentiality
Report Writing and Minute taking
Records Management
Analysis
Attention to Details
Problem Solving
Stakeholder Management
Verbal and Written Communication

PLEASE NOTE: ATTACHING ZAMBIA QUALIFICATIONS AUTHORITY (ZAQA) CERTIFIED TERTIARY AND GCE OR EQUIVALENT QUALIFICATIONS IS MANDATORY.  APPLICATION SHOULD BE SUBMITTED NOT LATER THAN THURSDAY 20TH NOVEMBER 2025.