Personal Assistant to the Director

Job description

Roles and Responsibilities

The Personal Assistant will be responsible for:

• Coordinating and preparing Board and Committee meetings, including agenda setting, documentation, and follow-ups

•  Recording and producing high-quality Board minutes and reports

• Providing project management support, including planning, tracking deliverables, and reporting on key initiatives

• Managing the Director’s schedule, appointments, and official engagements with discretion and efficiency

• Handling confidential correspondence and communication on behalf of the Director

. Maintaining accurate records, databases, and institutional documentation

• Supporting the integration and use of AI tools and digital systems to improve workflow, reporting, and communication

• Managing internal and external communication, including email, stakeholders, and partners

•  Overseeing digital presence, including social media platforms and website updates

• Providing general executive and administrative support to the Director’s Office

Minimum Requirements

•   Minimum of Grade 12 (Form V/VI) Certificate

• Diploma in Business Administration, Public Relations, Project Management, or a related field

•    Minimum of 2 years’ relevant experience in an executive support role

•   Demonstrated experience in Board coordination and meeting preparation

•  Proven skills in project management (formal certification is an added advantage)

•  Familiarity with AI tools and digital productivity platforms (e.g., document automation, scheduling tools, data management systems)

•   Strong organisational, communication, and interpersonal skills

•    High level of integrity and ability to handle confidential information

•  Membership to a relevant professional body (e.g., Zambia Institute of Secretaries) is an added advantage

Key Competencies

•             Strategic thinking and attention to detail

•             Excellent writing and minute-taking skills

•             Strong coordination and multitasking ability

•             Digital literacy and adaptability to emerging technologies

•             Professionalism and discretion