• Company: Youth & Women Initiative
• Location: Lusaka, Lusaka Province, Zambia
• State: Lusaka
• Job type: Full-Time
• Job Category: Administrative/Secretarial Jobs in Zambia

Youth and Women Initiative Zambia (‘ÝOWIZ’) is looking for a suitably qualified person to fill the role of Executive Personal Assistant to the Chief Executive Officer.

Job Summary:

The Personal Assistant will organize the office of the CEO and ensure proper flow of information within the organization. The successful candidate will be responsible for taking Board minutes and those pertaining to the CEO’s meetings as requested from time to time. She/he shall type documents, maintain a proper filing system (including retrieval of reports/critical documents), organize the CEO’s itinerary, schedule, receive and coordinate all visitors to the CEO, handle incoming/outgoing mail and telephone calls.

Key Duties and Responsibilities:

• Updates and maintains the CEO’s diary.
• Organises travel arrangements for the CEO.
• Compose routine correspondence including institutional reports to be issued from the CEO’s Office.
• Take dictations and transcribe them, prepare/write minutes (including Board Minutes) and disseminate them as requested.
• Answer and screen telephone calls, and route them to the respective offices.
• Type confidential correspondence and other documents for the CEO.
• Organise Senior Management Team (SMT) meetings and other meetings called by the CEO and take minutes.
• Operate the office solutions requirements (equipment and stationary) including photocopying of official documents.
• Receive and screen visitors to the CEO’s Office, arrange appointments for the CEO and ensure that they are properly co-ordinated.
• Actively facilitate communication between the CEO’s office and the Board, other departments; stakeholders/partners, and other organizations.
• Handle all outgoing and incoming mail, (ensuring regular post office box checks), sort and screen them, and distribute to relevant offices for action.
• Establish and maintain a proper document filing system.
• Ensure control usage of office stationery and office equipment issued to the CEO’s Office.

Key Performance Indicators:

• Minutes pertaining to CEO’s meetings and the Board well has taken/prepared and disseminated.
•  Well organized and managed Office of the CEO.
• Update and maintain a diary for the CEO’s daily activities.
• Correspondences to the CEO’s Office accurately screened.
• A good organizational image maintained in the CEO’s Office.
• Information prepared and distributed to appropriate offices on time.
• Speech writing for different functions the CEO will be expected to officiate.
  High levels of confidentiality exhibited.

Qualifications, Skills, and Experience:

• The candidate should hold a Degree in Business Administration, law or any related field.
• Additional training in Office and Records Management.
• Past Public Relations training will be an added advantage.
• A minimum of five or more years as a Personal Assistant in a reputable organization.
• Self and Time Management.
• Possess excellent computer skills.
• Knowledge of Administrative Procedures.
• Excellent command of English language.
• Possess excellent communication skills.
• Interpersonal Relations.
• High degree of personal integrity.
• Ability to work under pressure with minimum supervision.
• Confidentiality.
• Not more than 35 years.
• Female candidates are especially encouraged to apply

 

How to Apply

All suitably qualified and interested candidates are strongly encouraged to send their application letters with detailed CVs and Statement of Interest to [email protected]

Application closes on Thursday, November 2nd, 2017.