Executive Secretary

Job description

KEY QUALIFICATIONS, SKILLS, QUALITIES & COMPETENCIES

Full Grade 12 Certificate with credits or better in English and Mathematics
Bachelor’s Degree in Business Administration, Business Studies, Public Administration or any equivalent qualification
Minimum Typing Speed 45/55 wpm and Shorthand speeds 90/100 wpm
A minimum of 5 years’ experience in an Executive Secretarial or Senior Administrative role
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software
Excellent communication skills – both written and verbal
Strong organizational, time management and problem-solving abilities
Demonstrated leadership skills with the ability to work independently and as part of a team
Highly disciplined with a professional demeanor and discretion
Effective multitasking and prioritization capabilities
Proven ability to provide high-level administrative and executive suppor
Exceptional organizational, time management, and problem-solving abilities
Fully paid-up Member of the Professional Secretaries Association of Zambia

KEY RESPONSIBILITIES 

In consultation with the Managing Director the role is responsible for but not limited to the following:

Administrative Support

Manage the Managing Director’s calendar, including meetings, appointments, and travel logistics
Draft, edit, and proofread executive correspondence, reports, presentations, and related documents
Support recruitment activities for junior administrative staff (e.g. temporary hires) and assist in contract renewals and data compilation
Maintain well-organized electronic and physical filing systems for easy document retrieval

Communication

Screen and route incoming calls, emails, and correspondence to appropriate departments
Liaise professionally with internal departments, stakeholders, and external partners on behalf of the Managing Director
Assist in formatting and editing of Board papers and ensure timely secretarial support for meetings
Prepare and distribute accurate meeting minutes and track follow-up actions

Office Management

Monitor and maintain office supplies and equipment for the executive office
Ensure administrative staff are equipped with necessary resources (stationery, equipment, etc.)
Coordinate logistics for executive meetings, events, and conferences
Oversee quarterly performance appraisals for administrative staff
Ensure expenditure on supplies and office needs are within the approved budget

Confidentiality and Discretion

Handle and store confidential documents securely
Maintain strict confidentiality in all dealings with executives and sensitive company information

Reporting and Coordination

Prepare reports, presentations, briefing notes, and related materials
Track action items and ensure timely completion of follow-ups
Assist in compiling data for budgets, forecasts, and periodic reports
Perform any other duties as assigned by the Supervisor